Public Works Administrative Specialist

Public Works Administrative Specialist

Location:

313 Cree Meadows Drive, Ruidoso, NM
Salary: $29,795.20 - $59,758.40 annually
Job Type: Full Time
Job Number: 060420-PWAS

The Public Works Administrative Specialist provides essential support for the Public Works Leadership by managing administrative tasks, assisting with budgets and grants, coordinating projects and training programs, and serving as a point of contact for internal and external stakeholders. Key duties include financial record‑keeping (invoices, purchase orders), maintaining project files, scheduling meetings, creating reports, and ensuring compliance with policies and procedures.

This is a full‑time non‑exempt position reporting to the Public Works Director and Assistant Public Works Director. Regular work hours are 8‑5, Monday‑Friday, though the schedule may be adjusted based on department needs.

The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed.

• Compile information and projections to aid in the preparation of annual budget requests, monitor established budgets, and utilize authorized budgetary and purchasing procedures.
• Research, compile, and summarize a variety of information to prepare periodic and special reports; prepare correspondence, written materials, and assist with the production of complex projects on a regular basis.
• Assist Public Works Director and Assistant Director with daily Tyler Technologies procurement processes, including entering requisitions and tracking purchase orders.
• Assist with monitoring capital project progress.
• Manage the schedule of the Public Works Director and keep the Director informed of all pertinent or time‑sensitive situations.
• Guide and train utility work crews in data collection and distribution, including designing and implementing user‑friendly data collection procedures.
• Assist with agenda memos and other documents to prepare for Council meetings.
• Monitor, implement updates, and train Public Works departments on the work‑order system.
• Assist Public Works Director in implementing and updating the Public Works asset‑management plan.
• Demonstrate continuous efforts to improve operations, streamline work processes, and work cooperatively with all staff and external partners.
• Provide excellent internal and external customer service.

• Maintain a high level of computer abilities and keep up with changing technology.
• Maintain confidentiality of customers and employees.
• Notify the Director or other manager of any real or perceived problems related to the department.
• Adhere to all Village of Ruidoso’s policies, including IT, Purchasing, and Personnel Manual.
• Complete personal timesheets accurately and report time based on actual hours worked.
• Report any on‑the‑job injuries immediately and complete necessary forms.
• Report suspected fraud and/or abuse to the Village Manager or Finance Director.
• Report any incidents of harassment immediately so appropriate actions can be taken.
• Maintain a proactive and reactive mindset.
• Attend required meetings, training, and workshops.
• Assist in developing and implementing departmental policies, procedures, and goals to improve service delivery and efficiency.
• Possess strong knowledge of word processing, spreadsheets, databases, and other standard office software.
• Maintain excellent written and verbal communication skills for effective interactions with various groups.
• Perform any other related duties and special projects as assigned.

• Bachelor’s Degree preferred in a related field.
• Two years’ administrative experience required.
• Excellent communication and organizational skills required.
• High level of computer skills and general technology proficiency required.
• High level of understanding of Microsoft Office applications required.
• Must possess excellent writing and interpersonal skills.
• Ability to balance a variety of duties, prioritize, and meet deadlines, including analyzing problems and overseeing multiple projects simultaneously.
• Knowledge of GIS database systems integration, quality control, and assurance techniques.
• Knowledge of GIS…