Public Works Administrative Specialist

Village of Ruidoso•Ruidoso, NM

1d•Hybrid

About The Position

The Public Works Administrative Specialist provides essential support for the Public Works Leadership by managing administrative tasks, assisting with budgets and grants, coordinating projects and training programs, and serving as a point of contact for internal and external stakeholders. Key duties include financial record-keeping (invoices, purchase orders), maintaining project files, scheduling meetings, creating reports, and ensuring compliance with policies and procedures. This is a full-time non-exempt position reporting to the Public Works Director and Assistant Public Works Director. Regular work hours are 8-5, Monday-Friday, however the schedule may be adjusted based on the needs of the department. The Public Works Administrative Specialist serves as a liaison for external contractors, agencies, and public works staff. This position must be well organized, able to communicate effectively both verbally and in writing and represent the Village of Ruidoso in all interactions. Must have a positive attitude and be able to handle various requests for information and provide information and clarification to employees, department directors, governing body and the public during the workday. To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The Public Works Administrative Specialist must be able to adapt to flexible work schedules as established by management. This position will be required to operate with a sense of urgency and maintain professionalism with the Mayor and Council, Village Manager and the public.

Requirements

Bachelor’s Degree preferred in related field.
Two years’ administrative experience required.
Excellent communication and organizational skills required.
High level of computer skills and general technology required.
High level of understanding of Microsoft Office applications required.
Must possess excellent writing and interpersonal skills.
Ability to balance a variety of duties, prioritize, and meet deadlines including analyzing problems, particularly overseeing multiple projects simultaneously while meeting respective deadlines.
Knowledge and ability of GIS database systems integration, and quality control and assurance techniques.
Knowledge of GIS mapping and data systems including use, operation, and customized mapping and database design.
Must possess and maintain ArcGIS Foundations Certification within a year.
Must be flexible and able to adapt to change in the workplace.
Must be able to pass criminal history checks
Must be willing to take and pass a drug/alcohol test and comply with agency “Drug Free” Policy.
Must possess and maintain valid New Mexico motor vehicle operator’s permit of appropriate classification and endorsement as required.
Must agree to maintain a satisfactory MVR and minimum requirement of insurability as required by law.
MVR background checks may be conducted by the agency.
Work in stressful environment and deal effectively with stress.
Perform duties and adapt to flexible work schedules as established by management.
Critically assess situations, solve problems, work effectively under stress, within deadlines, and in emergency situations.
Establish effective working relationships and use good judgment, initiative and resourcefulness when dealing with elected and appointed officials, project contractors, representatives of other governmental units, professional contacts
Understand and carry out instruction and procedures with minimal supervision
Communicate effectively with all levels of employees and management, both orally and in writing using correct business English, including spelling, grammar, and punctuation.
Drive, occasionally long distances.
Prioritize tasks, manage multiple responsibilities, and meet deadlines.
Communicate effectively with other team members and management.
Balance a variety of duties, prioritize and meet deadlines required.
Understand and carry out instructions and procedures required.
Resolving issues and handling sensitive or complex situations with tact and discretion.
Assembling and analyzing data, preparing comprehensive and accurate reports and formulating policy and service recommendations
Effectively communicating ideas and concepts orally and in writing, and making presentations in public forums
The use of office equipment and technology, including computers and related software, and the ability to master new technologies
Professional public management techniques involved in budgeting, public relations, contract negotiations and contract administration, and general project management.
Federal, State, and local regulations governing utilities construction, operations, management, and reporting requirements
Purchasing procedures, payroll and related ordinances

Nice To Haves

Grant writing experience preferred.

Responsibilities

Compiles information and projections to aid in the preparation of annual budget requests, and monitors established budget and utilizes authorized budgetary and purchasing procedures.
Research, compile, and summarize a variety of information to prepare periodic and special reports; prepare correspondence, written materials, and assist with the production of difficult and lengthy projects on a regular basis.
Assist Public Works Director and Assistant Director with daily Tyler Technologies procurement processes, including entering requisitions and tracking purchase orders.
Assists with monitoring capital project progress.
Manages the schedule of the Public Works Director and keeps Director comprised of all pertinent or time sensitive situations.
Guides and trains utility work crews in data collection and distribution, including designing and implementing user friendly data collection procedures.
Assists with agenda memos and other documents to prepare for Council meetings.
Monitor, implement updates, and train Public Works departments on work order system.
Assist Public Works Director in implementation and updating of Public Works asset management plan.
Demonstrate continuous efforts to improve operations, streamline work processes, and work cooperatively with all staff and external partners.
Provides excellent internal and external customer service.
Maintain confidentiality of customers and employees.
Notify the Director or other manager of any real or perceived problems related to department.
Adheres to all Village of Ruidoso’s policies not limited to IT, Purchasing, and Personnel Manual
Completes personal timesheet accurately.
Ensures time is reported based on actual time worked.
Ensure that any on-the-job injury is reported immediately and followed up with appropriate forms
Reports any suspected fraud and/and or abuse to the Village Manager or Finance Director
Ensure any reports of harassment are immediately reported so appropriate actions are taken.
Perform well in a proactive and reactive mindset.
Attend meetings, training, and workshops as required or necessary.
Assists in the development and implementation of departmental policies, procedures, and goals to improve service delivery and efficiency.