Solid Waste Administrative Assistant

 
CLASSIFICATION SUMMARY The Administrative Assistant is responsible for optimizing the business aspects and commitments of the Solid Waste Department. The Administrative Assistant reports directly to the Solid Waste Manager.
Under general supervision, performs a wide variety of duties for the Solid Waste 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 phone, customer relations, scheduling, conducting payroll, invoice processing, maintaining equipment, and any other assignments given for the Solid Waste Department. Regular work hours are Monday – Friday 8 am to 5 pm, however extended hours may be required, including some weekend work. Must be able to adapt to flexible work schedule as established by the Solid Waste Manager. This position is FLSA Non-exempt. 
Job Title Summary
The Administrative Assistant coordinates with the Solid Waste staff to support the Solid Waste Manager and to ensure department’s business goals are met. The Administrative Assistant assists the Solid Waste Manager in managing overall business aspects of the department including solid waste collection, dumpster maintenance, and vehicle maintenance including scheduling for these divisions for the department. The Administrative Assistant may assign tasks to other department personnel to ensure customer satisfaction and department goals.

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

CONFIDENTIAL EMPLOYEE LANGUAGE
Union Status: Union Excluded. This position is excluded from the bargaining unit due to the confidential, managerial, administrative, or supervisory nature of its duties and is not covered by a collective bargaining agreement.Essential Job Functions

• Originates, drafts or occasionally transcribes a variety of departmental letters, memoranda, and notices. Schedules meetings and trainings as needed.
• Maintains manual and computer records for department programs, contracts, vehicle maintenance records, policies and procedures, safety matrix and safety training schedules.
• Performs routine bookkeeping and clerical tasks including typing using Microsoft word, Excel spreadsheet, and database applications, making copies, sending faxes and scanning and emailing.
• Maintains employee schedules and makes changes as needed. All forms and correspondence are turned in to correct department for payroll.
• Assists staff to ensure employee timesheets are submitted accurately and timely on a bi-weekly basis. Prepares department payroll for final approval by the department head.
• Answers phone, serves as a receptionist, and provides departmental information to outside agencies and the general public.
• Maintains requisitions/purchase orders, receipts of goods and/or services, and contracts. Codes invoices and billings for purchases. Process invoices weekly for payment.
• Maintains and orders stock of janitorial and office supplies.
• Prepares requisitions, elicits price quotes and acquires appropriate signatures.
• Maintains and updates Solid Waste website via The Agency.
• Assist in the preparation of department’s budget, researching funding from all available state, federal and other sources including the availability of grants.
• Prepares Requests for Proposals (RFP), bids, grant applications, contracts and other documents assigned and monitors associated documents and reporting requirements through completion.
• Maintains and updates the department’s business plan.
• Coordinate assigned activities with other departments, agencies, and organizations.
• Respond to and resolve difficult and sensitive citizen inquiries and complaints regarding solid waste collection or location of dumpsters.
• Prepares reports for Village Council and management as requested.
• Prepares various monthly and yearly reports for department.

Other Responsibilities or Job Requirements

• Ensure compliance with the Village’s procurement policy and procedures.
• Attend meetings, trainings, and workshops as required or necessary.

• Ensures that any on-the job injury is reported immediately and followed up with appropriate forms and actions.
• Ensures any reports of harassment are immediately reported and appropriate actions are taken.

• The above statements are not a complete list of all responsibilities and duties performed by employees in this job. Employees may perform other related duties and special projects as assigned.

• Associates in business (or 5 years’ experience in similar position) required

• Prefer one year’s experience in refuse collection pick up or similar service industry.

• Excellent communication and organizational skills required.

• Possess demonstrated ability of personal computer operations within a Windows Microsoft environment, including Word, Excel, PowerPoint, and Outlook.

• Must be willing to take and pass a drug/alcohol test and comply with Village “Drug Free” 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. MVR background checks will be conducted by the Village

• The above statements are not a complete list of all responsibilities and duties performed by employees in this job. Employees may perform other related duties and special projects as assigned.

•  Understand and carry out instruction and procedures with minimal supervision.

• Ruidoso’s Municipal Code as it relates to Solid Waste.

• Purchasing procedures, payroll and related ordinances.

•  Basic office procedures and practices, grammar, and business English.

•  Write and maintain grants.

•  Manage the day-to-day operations of a solid waste office.

• 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.

Physical Demands

• The usual requirements in an office environment may require lifting boxes of supplies, equipment, and occasional adjustments of office furniture.
• Occasional pushing, pulling, lifting and/or moving up to 25 pounds
• Occasional squatting or bending required.

Closing Statements

• Any position that lists a minimum qualification for education level and/or license/certification will require the applicant to provide proof of documentation if selected for hire into the position.
• In the event of an emergency, employees are required to work to provide for the safety and well-being of the public, including the delivery and restoration of vital services.
• This job description is subject to change as the needs of the organization and Department change or the requirements of this position change.

 

Salary : $38,813 - $44,637