WATER PRODUCTION ADMINISTRATIVE ASSISTANT
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POSITION SUMMARY
Under general supervision, performs daily work assignments for the Water Production Division of the Utilities Department in accordance with the Employee Manual, Department Policies and Procedures, City of Alamogordo Ordinances, and any applicable State or Federal authority.
RECRUITMENT QUALIFICATIONS
Required:
- High school diploma or GED equivalent;
- At least three (3) years of experience as an administrative assistant performing clerical and/or secretarial duties;
- Ability to type accurately at a speed of at least 30 words per minute (verified by testing);
- Valid New Mexico Driver's License with a driving record acceptable to the City of Alamogordo;
- Or any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities.
Desired:
- Radio operations and dispatch experience.
PRIMARY DUTIES AND RESPONSIBILITIES
Essential Duties
- Performs a wide variety of responsible administrative duties for Water Production management and other division staff, as assigned;
- Relieves the senior division staff of administrative work;
- Attends to a variety of administrative details to ensure smooth operations of the assigned division in serving its customers;
- Serves as primary contact for the assigned division and as a liaison to the public, outside agencies, and organizations; screens office calls and greets visitors; processes mail including receiving, sorting, and distributing incoming and outgoing mail and facsimiles for assigned area;
- Provides information and assistance, including responding to requests, general water and wastewater inquiries, complaints, and concerns regarding water quality, pressure, outages, etc.;
- Performs accounts payable functions; prepares check requests; prepares budget revisions; assigns appropriate account numbers and work order codes; prepares purchase order requests and receives invoices;
- Directs and participates in the maintenance of a calendar of meetings, events, and various functions for assigned staff; coordinates activities with other departments and divisions, the public, and outside agencies; prepares agendas for meetings as necessary;
- As assigned, conducts, attends, and may participate in meetings and committees;
- Participates in coordinating and processing staff travel arrangements for conferences, seminars, or workshops attended by the Water Production staff;
- Initiates, organizes, and maintains the assigned division's filing systems and records, which may include highly sensitive or confidential files; establishes, makes entries, and maintains assigned files to maintain compliance with both local, state, and federal regulatory agencies;
- Operates a variety of office equipment and software, including a copier, facsimile, adding machine, postage meter, and scanner;
- Utilizes various computer applications and software packages; maintains and generates reports; develops and implements computer maintenance management software (CMMS);
- Reviews, updates, and enters payroll data for the Water Production division into the City's computer system;
- Responsible for data entry and record maintenance of employee time using the City's timekeeping system; resolves issues of concern with the Utilities Department's Executive Assistant;
- Prepares public service announcements for the Water Production division; participates in less complex public information and community outreach initiatives and activities;
- Provides logistical support to planned group meetings, including arrangements for site facility, notification of participants, and other similar duties;
- Performs administrative activities of routine and moderate difficulty in support of the Water Production division; which may include developing and updating a variety of databases and ability to perform complex mailing distributions;
- As assigned, assists with the design of exhibits or similar materials, creates text and graphic layouts of internal and external communication pieces and collateral materials, including pamphlets, flyers, fact sheets, and brochures;
- Assists in the development of the Water Production division's webpages and intranet; updates on an ongoing basis;
- Interacts with the webserver and provides technical updates, support of text, photos, charts, graphs, and other assigned departmental updates;
- Responsible for data entry relating to labor, equipment, and comments to work orders in CMMS;
- Issues and receives materials in the storeroom; maintains stock levels by monitoring inventory levels;
- Monitors work order system for order completion and accuracy; and closes out work orders, customer concern inquiries, and service requests; adds equipment cost to work orders;
- Maintains the status and location of crews to provide the most effective dispatch;
- Utilizing radio, dispatches crew, responsible parties, or other field personnel;
- Dispatches on-call work crews as needed according to emergency procedures;
- May visit and observe job sites, on occasion;
- Provides records to division management in response to an Inspection of Public Records Act (IPRA) request from the City Clerk's office;
- Safely operates a City vehicle in the performance of duties;
- 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 Policies and Procedures, City of Alamogordo Ordinances, and any applicable State or Federal authority.
OTHER IMPORTANT DUTIES
- This position is considered Essential Personnel and may be required to work outside of regular working hours before, during, and following natural disasters and emergencies;
- Occasional travel for training may be required;
- Must maintain required license(s);
- Maintains the confidentiality of information obtained during the performance of duties; and
- Performs such other duties as may be assigned.
Position : 81590001
Code : 260140-1
Type : INTERNAL & EXTERNAL
Location : WATER PRODUCTION STAFF
Job Family : CLERICAL / ADMINISTRATIVE
Job Class : WATER PRODUCTION ADMIN ASST
Posting Start : 10/13/2026
Posting End : 10/30/2026
MINIMUM HOURLY RATE: $16.95
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