Village of Ruidoso · 1 month ago
Administrative Assistant Police Department
Ruidoso, NM
Full-time
Onsite
Entry Level
1+ years expThe Village of Ruidoso is seeking an Administrative Assistant for their Police Department. This role involves providing administrative and secretarial support to the Chief of Police, managing various office tasks, and ensuring the smooth operation of departmental functions.
GovernmentInformation ServicesNon Profit
Responsibilities
Provides administrative assistance and secretarial support to the Chief of Police
Drafts and/or type’s letters, memoranda, agreements, agenda memos, legal notices, and other correspondence for the Chief of Police
Attends meetings, takes notes and provides minutes for the Chief of Police
Prepares and files reports as required with federal, state, county and local offices and authorities, such as annual Law Enforcement Protection Fund Application
Is responsible for the organization, administration and operation of Federal and State Grants
Prepares grant applications, submits financial reports, grant payment requests and maintains grant records
Researches and identifies sources for new grants and other funding sources for the Police Department
Coordinates maintenance and repairs on building, phone system, security system, closed circuit cameras, battery back-up systems and generators
Assists with preparation of Police Department annual budgets
Maintains budget line items and confirms all purchases are within limitations
Prepares budget Change Requests and transfers funds
Researches and prepares mid-year budget re-estimate
Prepares fiscal year-end Carry Forward Requests
Prepares annual ICIP Request and annual Capital Outlay Requests
Provides and researches special event hours and overtime to provide to Lodgers Tax Committee for reimbursement
Responsible for overall coordination of purchasing goods and services for the department, in accordance with both state and local laws
Prepares Bid Specifications and evaluates bids
Facilitates capital outlay purchases for department
Performs a wide variety of clerical support duties, which may include but not limited to typing, transcribing, filing, making copies, screening telephone calls, creating forms, sending letters, preparing documents, notices, scheduling appointments, transcribes minutes at various meetings, running errands, handling petty cash, and assists department with paperwork
Maintains manual and computer records for department programs, contracts, vehicle maintenance records, policies and procedures
Tracks and maintains some 30 plus Department vehicles for maintenance and repairs
Performs routine bookkeeping
Answers phone, serves as a receptionist, and provides departmental information to outside agencies and general public
Prepares purchase requisitions, elicits price quotes, acquires appropriate signatures, monitors purchase orders, receipts of goods and/or services
Codes all invoices and monitors charges to department’s budget
Works as Tyler delegate adjusting time and payroll within Village guidelines and provides payroll reports to Human Resources Department
Tracks and keeps current all contracts and agreements with the Department
Makes sure all Department purchases are within Village procurement and purchasing policies and procedures
Completes and submit Personal Action Notices
Enters agenda items for the Chief of Police
Qualification
Required
High School Degree or equivalent and one (1) year receptionist or secretary experience in an office environment required
Must maintain a high level of computer abilities and keep up with changing technology
Excellent verbal and written communication skills and organizational skills required
Adept at working under pressure with frequent interruptions and ability to change focus immediately
Computer abilities within a Windows software environment required
Knowledge of basic office procedures and practices, grammar, and business English
Knowledge of proper phone etiquette
Knowledge of modern office equipment including computer equipment
Knowledge of personal computer, Word, Excel, PowerPoint, and Outlook or compatible) including word processing, spreadsheet, and data base applications
Knowledge of Ruidoso Police Department and Village of Ruidoso policies and procedures
Knowledge of general budgeting procedures
Knowledge of basic grant writing and reporting practices and procedures
Knowledge of organizational rules and procedures relating to cash handling, deposits, payroll, purchasing, and accounts payable
Ability to establish and maintain routine working relationships with citizens, public officials, businesses, and employees
Ability to balance a variety of duties, prioritize and meet deadlines required
Ability to understand and carry out instructions and procedures
Skill in understanding and following instructions, regulations, policies, procedures, guidelines, etc
Skill in utilizing standard office equipment such as personal computer, copy machines, multi-line phone, fax, etc
Skill in communications with and handling confrontational customers
Must be willing to take and pass a drug/alcohol test and comply with the 'Drug Free': Village of Ruidoso Policy
Must be able to pass regular criminal history checks
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
Preferred
Post High School training preferred
Notary Public preferred
Benefits
Health, dental, and vision insurance
Public Employee Retirement Association (PERA)
Paid holidays
Vacation and sick leave
Voluntary insurance benefits
Deferred compensation plans
Company
Village of Ruidoso
Village of Ruidoso offers information and news services.
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Eddie Ryan
Manager of Events and Strategic Partnerships
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