Code Enforcement Administrative Assistant

• -- The hourly rate advertised represents Step 1 on the pay table. Additional steps may be available depending on qualifications. ---

Under general supervision, performs daily work assignments for the Code Enforcement Division of the Alamogordo Police Department in accordance with the Employee Manual, Department Rules and Regulations, City of Alamogordo Ordinances, and any applicable State or Federal authority.

Required:

• High school graduation or GED equivalent;

• Two (2) years of clerical or administrative support experience;

• Valid New Mexico Driver's License, or the ability to obtain within 60 days of employment, with a driving record acceptable to the City of Alamogordo (valid out-of-state license may be considered);

• Or any equivalent combination of education, experience, and training which provides the required knowledge, skills, and abilities;

• No felony convictions or other convictions involving moral turpitude.

Desired:

• Experience in an administrative or clerical role;

• Familiarity with municipal procedures and regulations;

• Experience with records management;

• Ability to become bonded and certified as a Notary Public in New Mexico within ninety (90) days of employment.

• Essential Duties

• Performs a wide variety of responsible administrative duties to ensure smooth day-to-day operations of the Code Enforcement Division in serving its customers;

• Gains and maintains knowledge of related current and pending local ordinances, regulations, and procedures; 

• Greets and assists the public in person by answering questions, providing general information, and directing individuals to appropriate division personnel;

• Accepts reports and complaints from the public or other sources and records the information in reporting software used by Alamogordo Police Department; passes report onto Code Enforcement staff for appropriate action;

• Ensures that International Property Maintenance Code (IPMC) cases are recorded on the City's shared network for access by the City Attorney's office if needed;

• Operates a variety of office equipment and software, including a computer, copier, facsimile, adding machine, postage meter, and scanner; utilizes various computer applications and software programs;

• Performs general office duties including but not limited to typing, copying, filing, scanning, and compiling data for reports; processes outgoing mail and collects, sorts, date stamps, and disperses incoming mail; 

• Maintains a calendar of meetings, events, and various functions for the division;

• Initiates, organizes, and maintains the division's filing systems and records; maintains files of legal documents, correspondence, reports, and other documentation; oversees record retention and destruction in accordance with the City of Alamogordo Retention Policy;

• Accurately compiles data for monthly, quarterly, and annual reports, as needed;

• Process requests for public records following the New Mexico Inspection of Public Records Act, including gathering appropriate information and releasing records to the requestor within the required deadline(s);

• Provide assistance to Records division with processing incident reports as needed:

• Assists the general public, police personnel, and other local, state, and federal law enforcement agencies with general information, records checks, and providing reports;

• Notarize documents as needed;

• May assist in the preparation of public service announcements for the division;

• May assists in the design and preparation of presentations, brochures, and other documentary or marketing materials;

• Safely operates a City vehicle;

• Contributes to a high-quality work culture through participation in training and mentoring to develop skills, including safety-related training and skills;

• Interacts professionally and provides excellent customer service to all levels of City staff and citizens to ensure high operational and service standards; and

• Performs duties in accordance with the Employee Manual, Department Rules and Regulations, City of Alamogordo Ordinances, and any applicable State or Federal authority.

•  OTHER IMPORTANT DUTIES

• Must obtain and maintain required license(s);

• Maintains the confidentiality of information obtained during the performance of duties;

• May assist with the duties of other administrative positions as assigned;

• May occasionally be required to work non-traditional work hours, such as attending meetings that occur in the evenings;

• Occasional travel for training may be required; and

• Performs such other duties as may be assigned.

• 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.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

• Effective customer service techniques;

• Efficient and effective clerical and office practices and procedures, including records management; and

• MS Office software such as Word, Excel, and Outlook.

Skill/Ability to:

• Demonstrate proficiency in both oral and written communication; understand and follow instructions;

• Perform tasks and other daily activities in a positive and professional manner alongside employees of varied backgrounds and personalities;

• Attend work, as scheduled and on a regular basis, to effectively perform the position's essential duties and responsibilities;

• Exercise common sense and good judgment in the performance of essential duties;            

• Demonstrate professionalism and tact with the public; speak clearly and concisely; 

• Operate standard office equipment, including computers using standard word processing, spreadsheet, and database software;

• Type accurately and enter data at a speed that allows work to be completed timely;

• Manage simultaneous tasks and projects and meet deadlines;

• Analyze information and formulate quick, effective, and reasonable responses; 

• Prepare and maintain complete and accurate records; prepare reports neatly and accurately;

• Establish and maintain effective working relationships with co-workers, supervisors, other City personnel, outside agencies, and the public; and

• Provide excellent customer service to ensure high operational and service standards are met and maintained for the citizens of Alamogordo.

Ability to Learn:

• City ordinances related to Code Enforcement;  and

• Research, interpret, explain, and apply technical issues, policies, and procedures related to Code Enforcement.

• Work is typically performed in an office setting;

• Daily tasks require both sedentary and physical labor that includes, but is not limited to, sitting, standing, walking, bending, squatting, turning, and driving;

• May be exposed to adverse weather conditions if tasked to retrieve and/or deliver work-related items outside of City Hall;

• May be subject to repetitive motion while using a personal computer, radio, and multi-line telephone; 

• Lift and/or move items weighing up to fifty (50) pounds; the lifting of any object greater than fifty (50) pounds by a single individual is prohibited. Lifting objects, materials, or equipment weighing more than fifty (50) pounds requires the buddy system or the use of devices designed to assist with lifting or moving. Proper lifting techniques shall be used when lifting items of any weight; and

• Required to wear personal protective equipment (PPE) appropriate for job assignments.