Administrative Support Specialist

1 week ago

Farmington, New Mexico, United States City of Farmington Full time
Job Description

Job Title: Administrative Assistant

Job Summary: We are seeking a highly organized and detail-oriented Administrative Assistant to join our team at the City of Farmington Police Department. The successful candidate will provide administrative support to the police command staff, assist in the administration of standard operating policies and procedures, and perform a variety of routine and complex clerical duties.

Key Responsibilities:

  • Provide administrative support to the police command staff, including answering phones, receiving the public, and providing customer assistance.
  • Assist in the administration of standard operating policies and procedures, including maintaining records and filing systems.
  • Perform a variety of routine and complex clerical duties, including data processing, bookkeeping, and preparing correspondence.
  • Operate a motor vehicle to assist in carrying out the business of the department and the City.
  • Assist in the procurement of department materials and supplies.
  • Responsible for entry of all payroll time sheets, balancing the hours and assuring accuracy of the payroll at all departmental levels.
  • Responsible for Department procurement cards, including submission of applications, inputting proper account codes for all transactions and reconciling statements.
  • Receives and distributes incoming mail, processes outgoing mail.
  • Composes, types, and edits a variety of correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness.
  • Inputs data to standard Federal, State, City, and department forms; makes simple postings to various reports such as quarterly and annual reports and tabulated data.
  • Plans intra-departments meetings, conferences, and training sessions. Arranges travel for Command Staff, officers and civilian personnel, adhering to City rules and regulations.
  • Serves as liaison between defense attorneys, officers, and the District Attorney's office to schedule officer interviews.
  • May assist administrative and line personnel in software instruction to the extent of providing some formalized training.
  • Prepares records such as notices, minutes, and resolutions.
  • May be required to transcribe sensitive and confidential materials.
  • Acts as custodian of departmental documents and records.
  • Establishes and maintains filing systems, control records and indexes using moderate independent judgment.
  • Maintains inventories and orders office supplies and materials, maintains departmental personnel records.
  • Schedules appointments and performs other administrative and clerical duties.
  • Acts as informational liaison for the police department with various organizations such as Big Brothers/ Big Sisters, San Juan College, Motor Vehicle Division (DWI Scheduling), district, magistrate and municipal courts and other similar agencies.
  • Assist the department public information officer with management of online presence: social media platforms (Facebook, Twitter, Instagram & YouTube), website, etc.

Requirements:

  • Graduation from a high school or GED equivalent with specialized course work in general office practices such as typing, filing, accounting and bookkeeping, and two (2) years of increasingly responsible related experience, or any equivalent combination of related education and experience.
  • Working knowledge of computers and electronic data processing; working knowledge of modern office practices and procedures; some knowledge of accounting principles and practices.
  • Ability to maintain extreme confidentiality concerning all affairs of the Police Department, City and other sensitive information obtained or received.
  • Valid driver's license with acceptable driving record for past three years.
  • Ability to effectively meet and deal with the public.
  • Ability to communicate effectively verbally and in writing and follow verbal and or written instructions.
  • Ability to work under stress and handle stressful situations.
  • Ability to meet deadlines.
  • Ability to establish and maintain working relationships with co-workers, supervisors, other City personnel and the public.

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