COMMUNITY SERVICES EXECUTIVE ASSISTANT

City of Alamogordo, NM•Alamogordo, NM

41d•$18

About The Position

Under general supervision, performs daily work assignments for the Administrative Division of the Community Services Department in accordance with the Employee Manual, Department Policies and Procedures, City of Alamogordo Ordinances, and any applicable State or Federal authority.

Requirements

High School diploma or GED;
Five (5) years of experience performing administrative duties in an office environment;
Type accurately at a speed of at least 35 words per minute (verified by testing);
Driver's License, or the ability to obtain within sixty (60) days of employment, with a driving record acceptable to the City of Alamogordo;
Or any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities.

Nice To Haves

Associate's degree in business, accounting, finance, or a related field.
Experience with Tyler/Munis software.

Responsibilities

Assists the Community Services Director by performing administrative and clerical duties, including answering the phone, typing, composing letters and memorandums, preparing various types of reports, correspondence, forms, and statistical analyses, copying, filing, and distributing written materials, and handling both incoming and outgoing mail;
Maintains the calendar of the Community Services Director by planning and scheduling meetings, conferences, teleconferences, personal appearances and/or speaking engagements, and travel;
Greets the public in person and on the telephone, provides general information, answers questions, and directs individuals to appropriate parties, as necessary, for the Community Services Department;
Serves as the payroll timekeeping operator for the department by entering payroll information into the timekeeping system in a timely manner; prepares and receives authorization for any payroll discrepancies for all department employees;
Maintains the records of the Director and the department;
Maintains, files, and enters into computer, various reports and performs record retention and destruction in accordance with State guidelines;
Responsible for reviewing, distributing, and following up on internet emails from the public to the department's main website email address;
Ensures that the department's information contained on the City's website is current and accurate and reports any changes and/or discrepancies to the City's webmaster;
May participate in making changes to the department's website information, if directed by the webmaster;
Provides clerical support for various Advisory Boards such as the Airport Advisory and the Airport Zoning Advisory Boards, and other Community Services' Divisions who do not have an administrative position;
Processes and administers contracts that are recommended by Advisory Boards and approved by the Community Services Director;
Creates meeting agendas, records minutes of meetings, and maintains files and contracts for the Advisory Boards;
Works actively with the Advisory Boards and the Community Services Director on fiscal year budgets and strategic plans;
Compiles statistical data for monthly and quarterly reports, or as needed;
Prepares monthly and quarterly financial reports required by City, State, or Federal agencies;
Responsible for processing requisitions and approving purchase orders for supplies and equipment needed for the department and/or divisions, adhering to the purchasing guidelines;
Receives, reviews, approves, and submits invoices to the Accounts Payable Department for payment;
Prepares, reviews, and submits invoices to the Accounts Receivable system for collection of payments and maintains and receives records of department collections;
Audits petty cash transactions for the divisions; completes paperwork for the reimbursement as required by City policy;
Processes all refunds, credit, and hand check requests including vendor invoices for payment, with appropriate backup documents;
May assist with entering and preparing the budget for all divisions within the department, coordinating with the Director and division managers;
Reviews division budgets monthly and quarterly prepares necessary budget revisions, and notifies the Director of discrepancies;
Processes Travel Authorization Forms for the department; completes the preliminary paperwork prior to the employee's travel and posts paperwork within five working days after the employee returns;
Processes, reports, and reconciles Federal and State grants;
Maintains the inventory of all fixed assets, controllable property, and equipment, and tracks disposal of unserviceable property according to City ordinance;
Maintains up-to-date knowledge of related current and pending local, State and Federal ordinances, and communicates with the Community Services Director regarding this information;
Assists in maintaining departmental operations manual and other policies and procedures;
Prepares personnel-related documents for division managers and assures the timely submission for approval;
Assists with other Community Services programs, as directed or requested by the Director;
Safely operates a City vehicle;
Contributes to a high-quality work culture through participation in training and mentoring to develop skills, including safety-related training and skills;
Interacts professionally and provides excellent customer service to all levels of City staff and citizens to ensure high operational and service standards;
Performs duties in accordance with the Employee Manual, Department Policies and Procedures, City of Alamogordo Ordinances, and any applicable State or Federal authority.
Must obtain and maintain required license(s);
Duties may be performed outside of normal business hours for special events or projects;
Occasional travel may be necessary for training purposes;
Maintains the confidentiality of information obtained during the performance of duties;
Performs such other duties as may be assigned.