Administrative Assistant

CLASSIFICATION SUMMARY

Under general supervision, performs a wide variety of duties for the Ruidoso Police Department such as, but not limited to; this position entails specific tasks that are technical in nature and requires the ability to work with others to accomplish department goals and objectives. This position is responsible for answering the main phone, assisting customers, conducting payroll, maintaining equipment, and any other assignments given for the Ruidoso Police Department.

Regular work hours are Monday – Friday 7 am to 4 pm, however extended hours may be required, including some weekend work. Must be able to adapt to flexible work schedule as established by the Chief of Police. This position is FLSA Non-exempt.

This position reports directly to the Chief of Police. The Administrative Assistant provides a wide variety of office support including booking, customer relations, and secretarial duties. Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills, and other characteristics. This list of tasks is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class.

To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

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.

• 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…