Executive Administrative Assistant

The Executive Administrative Assistant is under the general supervisor of the Village Manager and Mayor. The Executive Administrative Assistant provides a wide variety of secretarial, office support function for the Village Manager, Deputy Manager, Mayor, and Governing Body, and finances for the Executive Department. This position must be well organized and able to communicate effectively with all staff. Must have a positive attitude and be able to handle various requests for information and clarification from 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.
This is a full-time non-exempt position reporting to the Village Manager and Mayor. Regular work hours are 8-5, M-F, however the schedule may be adjusted based on the needs of the department. Extended hours may be required. The Executive Administrative Assistant position must be able to adapt to flexible work schedules as established by management and keep confidential information confidential.The essential functions or duties listed below 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.

• Compiles information and projections to aid in the preparation of annual budget requests, and monitors established budget and utilizes authorized budgetary and purchasing procedures.
• Performs a variety of routine office duties, including making copies, sending faxes, and distributing mail, department inventory, drafts or transcribe a variety of confidential and public information, statements, memorandums, letters, and notices from written copy, notes, or verbal requests, checks documents for accuracy and completeness
• Research, compile, and summarize a variety of information to prepare periodic and special reports; prepare correspondence and variety of reports, written materials, and assists with the production of difficult an lengthy projects on a regular basis
• Responsible for receiving and screens visitors, telephone callers, giving appropriate information and referring to appropriate staff including taking messages and scheduling appointments/meetings for the Mayor
• Responsible for managing the scheduling of the Village Manager, scheduling appointments, and responsible for the scheduling of Council Chambers room, and Small Conference room.
• Responsible for creating and sending all correspondence for the Mayor and Governing Body including letters, agenda memos, proclamation, spreadsheets, certificates and memos. All correspondence needs to be approved by the Manager prior to the Mayor signing and before being sent out. The Village Clerk may be asked to assist and proof read.
• Responsible for assigning numbers to task order for Village Attorney, including logging all task orders, tracking progress, reconciling task orders to bill and supplying Village Manager with a status report on the task order and billing from the Village Attorney.
• Performs all travel requests for the department, monitors all purchases, receives receipts and processes all Purchase Card purchases and maintains p-card logs, for the Village Manager, Governing Body and Mayor
• Develop and/or maintain filing systems, assuring that all files are maintained according to policy and converts filing system to electronic files and moves away from paper files.
• Maintain equipment and office supplies.
• Prepares purchasing requisitions, eliciting price quotes, then compares invoice to purchase requisitions to make sure they match and are complete, then submits signed and coded invoices to finance for payment
• Responsible for tort claims and helps citizens with making claims, tracks claim process until completed then closes file.
• Coordinates all building maintenance for Village Hall with appropriate personnel or contractors and maintaining all janitorial and break room supplies.
• Responsible for organizing own work, setting priorities and meeting all deadlines
• Must be focused on excellence and continuous improvement in daily functions of job
• Demonstrate continuous effort to improve operations, streamline work processes, and work cooperatively and jointly with customers, other staff, vendors, and monitors/auditors.
• Provides excellent internal and external customer service

OTHER RESPONSIBILITIES OR JOB REQUIREMENTS:

• Must maintain a high level of computer abilities and keep up with changing technology.
• Completes personal timesheet accurately and timely and responsible for preparing the departments timesheets. Ensures time is reported based on actual time worked.
• 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
• Ensures that any on-the job injury is reported immediately and followed up with appropriate forms
• Reports any suspected fraud and/or abuse to the Village Manager or Finance Director
• Ensures any reports of harassment are immediately reported so appropriate actions are taken
• Perform well in a proactive and reactive mindset.
• Attend meetings, trainings, and workshops as required or necessary.
• The above statements are not a complete list of all responsibilities and duties performed by employees in this job. As a condition of employment, employees are required to perform other related duties and special projects as assigned.

Physical Demands

• Ability to maintain physical condition and stamina appropriate to the performance of assigned duties and responsibilities which may include sitting, standing, or walking for extended periods of time, driving or riding in vehicles
• The usual requirements in an office environment may require lifting boxes of supplies, equipment, and occasional adjustments of office furniture Frequently required to sit, talk, or hear
• Frequently required to stand, walk, use hands to finger to handle or operate objects, controls, or computer or office equipment.
• Occasionally required to reach with hands and arms, climb or balance, stoop, kneel, crouch, and crawl
• Occasional pushing, pulling, lifting and/or moving up to 25 pounds
• Occasional squatting or bending required.

Work Environment

• Possess ability to adapt to inclement weather conditions and/or situations.
• Ability to drive, occasionally long distances.
• Noise level could be low to moderate in work environment.
• Available for occasional night and weekend work.
• Ability to work in stressful environment and deal effectively with stress.
• Ability to perform duties and adapt to flexible work schedules as established by management.
• While performing the duties of this job, the employee works in a business office setting but is also occasionally required to work in the field. While on project sites, the employee is occasionally exposed to fumes or airborne particles, outside weather conditions and moving mechanical parts and/or machinery. The noise level in the work environment is usually quiet, but may become loud on project site.

• High School Diploma or GED required
• Four years secretarial/administrative office manager experience required
• Post High School training in administrative or clerical skills preferred.
• Previous experience in a related function required
• Excellent communication and organizational skill required.
• High level of computer skills and general technology required.
• Must possess excellent writing and interpersonal skills
• Must be willing to take and pass a drug/alcohol test and comply with the Village "Drug Free" policy, and pass a criminal background check.

Licenses and/or Certifications
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.
Knowledge of: the professional public management techniques involved in budgeting, public relations, contract negotiations and contract administration, and general project management; the federal, State and local regulations governing utilities construction, operations, management and reporting requirements; purchasing procedures, payroll and related ordinances.
Ability to: communicate effectively with other team members and management; balance a variety of duties, prioritized and meet deadlines required; ability to understand and carry out instructions and procedures required; 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.Ability to make accurate arithmetic calculations.
Skill in: 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;Employment Type: Full Time