Posd Office Specialist

This position will provide essential administrative support to the entire Parks and Open Space Department, such as:
Golf Maintenance, Sports Field Maintenance, Parks Maintenance and Cemetery.

• Tracks expenditures and collections, prepares minutes for meetings, reconciles daily and monthly financial reports, prepares daily deposits as needed, manages all office supply purchases, coordinates outgoing and incoming mail and performs other duties as assigned.
• Must possess knowledge and understanding of computer operations and systems.
• This position requires knowledge of spreadsheet software programs and excellent organizational skills and abilities.
• Position serves as the office support for the facility.
• Must work independently under broad guidelines and expected to handle a wide variety of situations with review of overall results.
• Conducts specific projects related to the facility; may obtain and/or provide information from other organizations, summarize such information and prepare recommendations.
• Supervises and ensures that all daily deposits are accurate.
• Responsible for training staff in Munis software as it relates to their job description.

• Assists with the maintenance and reconciliation of procurement logs.
• Assists with the processing of financial reports, including receipts, claims, disbursements, travel, purchasing and mileage submittals.
• Performs cashier duties, issuing and posting receipts for fee payments or other charges.
• Maintains records of budgetary expenditures and other records.
• Prepares required reports regarding in-house memos and facility related correspondence.
• Arranges meetings by notifying attendees, reserving rooms and making lodging and/or meal arrangements.
• Proofreads and checks typed and other materials for accuracy, completeness, and compliance with departmental policies and regulations.
• Receives and drops off interoffice mail and other correspondence.
• Conducts research and presents information.
• Understands principles and procedures of record keeping.
• Assist with reviewing documents produced by staff.
• Assist with time sheet management and processing.
• Assist staff with preparing reports used within the POSD and the City of Hobbs.
• Assist with producing RFP’s, CES contracts, and purchase orders.
• Assist with budget management and preparation.
• Assist with preparing departmental policies and procedures.

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.

• May serve on various employee committees as required and assigned.
• This position assists may assist with onboarding of new employees to the POSD.
• Other duties as assigned.

High school diploma or high school equivalency (HSE) required. Three (3) years of responsible office/clerical experience required. Office management/Accounting experience preferred.

• Applicant must be dependable.
• Ability to work in a team atmosphere.
• Ability to maintain positive and effective working relationships.
• Knowledge of general office methods and procedures.
• Skilled in use of modern office equipment operation, including computers, scanners, and photocopiers.
• Ability to use business English, spelling and arithmetic, letter writing, grammar and punctuation.
• Skilled in software applications, e.g., work processing, spreadsheets or database management.
• Creation of effective filing systems, and retrieve and disseminate information.
• Must exercise discretion with sensitive and confidential information.
• Work effectively in an office environment prone to high activity and subject to frequent interruption to attend to telephone and/or walk-in customers and employees.
• Establish and maintain effective working relationships with departmental clientele, representatives of outside agencies, other City employees and officials, and the general public.
• Responsible for tracking procurement within the POSD.
• Assists the Finance Department with tracking assets in relation to the POSD.
• Assures all deposits and purchase order receipt are made and all financial transactions comply with the Finance Department rules and regulations.

Valid state issued driver’s license.

Obtain and hold a Notary Public Certification within one hundred and twenty days of hire date.

Work under the general supervision of the POSD Director.

None

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

The employee is frequently required to use hands to finger, handle, feel or operate controls and reach with upper and lower body and hands and arms. The employee is frequently required to balance, stoop, kneel and crouch. The employee must occasionally lift…