Parks Department Administrative Assistant

City of Bloomfield, NM

Job Opening 2025-10

Job Position: Administrative Assistant

Department: Parks Department

Work Location: Bloomfield

Salary Range: $17.55-$22.00 DOE/Q with competitive benefits

Status: Full-time

Days & Hours Worked: Monday through Thursday 7:00 am - 5:30 pm

Applications will be accepted until: Open Until Filled

JOB DESCRIPTION: OVERVIEW

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GENERAL PURPOSE

Works under the general supervision of the Parks Superintendent performing a variety of routine and technical clerical duties designed to expedite the administrative processes and procedures related to budgeting, documenting, scheduling, marketing, calendaring, maintaining and controlling records and information for the Parks & Recreation Department.

SUPERVISION EXERCISED

None.

ESSENTIAL FUNCTIONS

Manages the day-to-day administrative support functions of the department; monitors workflow, data accuracy, and overall quality; assures processes and procedures are accomplished according to established guidelines and regulations; analyzes processes and procedures and makes recommendations for changes; implements change upon approval.

Performs a full range of duties as needed to provide clerical support to department; acts as receptionist; answers phone and routes calls; takes and relays messages; provides information to inquiring parties; composes letters, reports, memos, general correspondence and informative notices; prepares contracts for professional services; maintains various program and activity files, records and documents; prepares meeting agenda and takes minutes; schedules appointments for management staff; makes employee travel arrangements.

Greets the public; responds to requests for information and provides factual information related to department services, programs, and general policies, practices and procedures; provides walk-in patrons with requested forms, publications, and other informational materials. Listens to public complaints, questions, etc.; responds to questions and concerns by referring individuals to appropriate personnel for assistance.

Maintains calendar and department schedules; schedules and coordinates meetings and special events; coordinates department meetings; apprises department members of activity schedule showing events, activities, committee meetings, staff meetings etc.; follows up on appointment schedules as needed to verify appointment and meeting commitments.

Creates and distributes flyers, brochures and posters using appropriate software to publicize special events and programs; schedules rentals of department facilities; collects and accounts for rental fees; coordinates registration for sports associations, taking applications and fees; creates advertisements for department activities; maintains department website.

Assists in the preparation of annual budget, tracks department compliance with budget guidelines and limitations; maintains purchasing requests; monitors expenditures related to various accounts and budgets; generates reports showing fiscal status and tracking results; apprises management of issues and concerns related to budget compliance; prepares financial reports and trend forecasts as requested.

Performs general bookkeeping for the various department accounts; utilizes check and balance system to verify accuracy of account totals and available financial resources; monitors accounts payable and prepares invoices; assures payables and billings are posted to the proper accounts

Prepares purchase orders; works with vendors and negotiates best pricing; determines vendor ability to meet material and product specifications and delivery schedule; monitors inventory and supplies and computer enters inventory and purchase order status; follows up on purchase orders as needed to expedite availability; assures timely closure of purchase orders according to established policy or practice.

Monitors and maintains employee timecards for multiple operations and submits to Payroll Specialist for processing; maintains records of starting and quitting dates for part-time personnel; monitors employee leave accrual and use i.e., vacation, sick time, etc., to assure accurate leave accounting; prepares and distributes timecards; personnel safety training, required immunizations and reports the same upon request.

Collects data from various departmental divisions and programs; organizes information into reports and various informative documents; maintains records and report files; maintains schedules and check lists; performs general bookkeeping; maintains office inventory, orders supplies; receives, picks up, sorts, and processes incoming and outgoing mail.

Performs related duties as required.

MINIMUM QUALIFICATIONS

1.Education and Experience: Graduation from high school with course background in secretarial science, general office practice and procedures; plus one (1) year of specialized training in bookkeeping provided through college courses or on-the-job workshops; AND Two (2) years of responsible experience performing above or related duties; OR An equivalent combination of education and experience.

2. Knowledge, Skills, and Abilities: Working knowledge of modern office practices and procedures; of grammar, spelling, and punctuation; of modern filing systems related to alphabetical and numeric files; personal computer operations and various program applications such as Windows, QuickBooks, Microsoft Office, Excel, PowerPoint, and Microsoft Word, etc.; telephone etiquette, various office machines, i.e., ten key, copy machine, etc. Knowledge of administrative procedures; of legal processes associated with the maintenance of public records and documents; interpersonal communication skills, bookkeeping and basic accounting. Working knowledge of principles of supervision.

Skill in use of telephone, computer, calculator, fax and copy machines, postage machine, label maker, laminating machine.

Ability to exercise initiative, independent judgment and to act resourcefully under varying conditions; communicate effectively verbally and in writing; establish and maintain effective working relationships with fellow employees, elected officials and other agencies of the public; perform general bookkeeping; establish and maintain comprehensive records and files. Ability to supervise effectively.

3. Special Qualifications:

Must be able to type 45- 60 wpm.

Might be required to operate a vehicle to run errands.

Might be required to be a notary public.

4. Work Environment: Incumbent of the position performs in a typical office setting with appropriate climate controls. Tasks require variety of physical activities, not generally involving muscular strain, related to walking, standing, stooping, sitting, and reaching. Some lifting (50 lb) could be required. Essential functions generally require communications such as talking, hearing, and seeing. Rapid work speed required to perform keyboard operations. Common eye, hand, finger, leg, and foot dexterity exist. Mental application utilizes memory for details, verbal instructions, emotional stability, discriminating thinking and some creative problem solving.

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Disclaimer: The above statements describe the general nature, level, and type of work performed by the incumbent(s) assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, demands, and skills required of personnel so classified. Job descriptions are not intended to and do not imply or create any employment, compensation, or contract rights to any person or persons. Management reserves the right to add, delete, or modify any and/or all provisions of this description at any time as needed without notice. This job description supersedes earlier versions.

I _______________________________ have reviewed the above job description. Date: __________ _______

(Employee)