Administrative Assistant to the City Clerk

--- The hourly rate advertised represents Step 1 on the pay table. Additional steps may be available depending on qualifications. ---

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

Required:

• High school diploma or GED equivalent;
• Three (3) years of experience as an administrative assistant performing clerical and/or secretarial duties;
• One (1) year of customer service experience;
• Valid New Mexico 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.

Desired:

• Two (2) years of experience in a City Clerk’s office.

• Performs advanced, professional-level administrative, clerical, and receptionist duties for the City Clerk’s Office, including answering and routing calls received via the City’s main telephone line, taking messages, emailing, typing, copying, faxing, and filing; 
• Professionally greets the public in person and on the telephone, provides general information, answers questions, and directs individuals to appropriate party;
• Answers questions and relays Ordinance information as necessary to the public;
• Assists the City Clerk in various day-to-day tasks;
• Processes business registrations and renewals in compliance with the corresponding Ordinance and regulations, including assisting customers with completing applications; entering information in the appropriate database; updating, maintaining, and gathering proper documents; working with other departments to ensure business registrations are handled promptly and customers are kept informed of status; issues registrations; 
• Compiles statistical data annually and processes end-of-month reports;
• Processes special permits, including sending them to appropriate departments for approval; sending notices to applicants and appropriate City departments; compiles statistical data for annual special permits report;
• Receives checks from citizens for business registrations and permits; delivers checks to the Finance Department for processing and resolves issues directly with citizens if checks cannot be processed;
• Assists in the maintenance and retention of City-wide official City records; assists with maintaining the filing system for the City Clerk’s Office;
• Maintains the calendar for the Administrative Conference Room; schedules use of the room as requested;
• Collects, sorts, date stamps, distributes, and files mail for the City Clerk’s Office and City Commission;
• Provides secretarial support to City Commissioners; distributes payroll checks to the Mayor and City Commission;
• Prepares public notices and various types of correspondence to other city, county, state, or federal offices;
• Assists with processing travel arrangements for the City Clerk, staff of the City Clerk’s Office, and City Commission; 
• Assists with moving records for archiving, including lifting and carrying boxes;
• Provides backup to the Deputy City Clerk with office administration; 
• Assists with maintenance of the City Clerk’s page on the City website; 
• Creates and amends forms as needed for the City Clerk’s Office; 
• Receives Requests for Public Records while maintaining confidentiality and gathers records for the request pertaining to business registrations; 
• May receive packages from USPS, UPS, FedEx, and other shipping services; notifies the appropriate department for pick up;
• Assists with inventory of the City Clerk’s office supplies;
• 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; and
• Performs duties in accordance with the Employee Manual, Department Policies and Procedures, City of Alamogordo Ordinances, and any applicable State or Federal authority.

OTHER IMPORTANT DUTIES

• Must obtain and maintain required license(s);
• Occasional travel may be required for training;
• Maintains the confidentiality of information obtained during the performance of duties; and
• Performs such other duties as may be assigned.

The duties listed above are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:  

• Principles and practices of effective customer service;
• Efficient and effective clerical and office practices and procedures; and
• MS Office software such as Word, Excel, and Outlook.

Skill/Ability to: 

• Demonstrate proficiency in both oral and written communication; understand and follow instructions;
• Perform tasks and other daily activities in a positive and professional manner alongside employees of varied backgrounds and personalities;
• Attend work, as scheduled and on a regular basis, to effectively perform the position’s essential duties and responsibilities;
• Exercise common sense and good judgment in the performance of essential duties;
• Provide excellent customer service to all contacts in a high-volume atmosphere;
• Type accurately and enter data at a speed that allows work to be completed timely;
• Coordinate several tasks simultaneously under time constraints; meet deadlines;
• Demonstrate time management and superior organizational skills; be detail-oriented;
• Operate standard office equipment, including telephones, copy machines, document scanners, fax machines, binding machines, and computers using standard word-processing, spreadsheet, and data inquiry software; 
• Prepare and maintain complete and accurate records; prepare reports neatly and accurately;
• Establish and maintain effective working relationships with co-workers, supervisor, other City personnel, elected officials, outside agencies, the media, and the public; and
• Provide excellent customer service to ensure high operational and service standards are met and maintained for the citizens of Alamogordo.

Ability to Learn:

• City Ordinances and the Municipal Code;
• Open Meetings Laws and Regulations;
• City policies and procedures;
• Business Registrations procedures; and
• Request for Inspection of Public Records procedures in accordance with the Inspection of Public Records Act.

• Work is typically performed in an office setting; the noise level is usually quiet to moderate;
• Daily tasks require both sedentary and physical labor that includes, but is not limited to, sitting, standing, walking, bending, squatting, turning, and driving;
• Frequent interruptions and distractions;
• May be exposed to adverse weather conditions if tasked to retrieve and/or deliver work-related items outside of City Hall;
• May be subject to repetitive motion while using a personal computer and multi-line telephone; and
• Lift and/or move items weighing up to fifty (50) pounds; the lifting of any object greater than fifty (50) pounds by a single individual is prohibited. Lifting objects, materials, or equipment weighing more than fifty (50) pounds requires the buddy system or the use of devices designed to assist with lifting or moving. Proper lifting techniques shall be used when lifting items of any weight.