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 Job Summary 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. Key Responsibilities 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. Additional Responsibilities 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. Minimum Qualifications 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 mapping and data systems, including use, operation, and customized mapping and database design. Must possess and maintain ArcGIS Foundations Certification within a year. Experience in grant writing preferred. Must be flexible and able to adapt to change in the workplace. Must be able to pass criminal history checks. Must be willing to take and pass a drug/alcohol test and comply with the agency “Drug Free” Policy. Must possess and maintain a valid New Mexico motor vehicle operator’s permit of appropriate classification and endorsement as required, and must agree to maintain a satisfactory MVR and minimum insurability requirements. Physical Demands Maintain physical condition and stamina appropriate to the performance of assigned duties, which may include sitting, standing, walking for extended periods, driving or riding in vehicles. Lift boxes of supplies, equipment, and occasionally adjust office furniture. Frequent sitting, talking, and hearing. Frequent standing, walking, and using hands to handle or operate objects, controls, or office equipment. Occasional reaching with hands and arms, climbing or balancing, stooping, kneeling, crouching, and crawling. Occasional pushing, pulling, lifting and/or moving up to 25 pounds. Occasional squatting or bending. Work Environment Ability to adapt to inclement weather conditions and/or situations. Noise levels are generally low to moderate. Available for occasional night and weekend work. While performing duties, the employee works in a business office setting but may be required to work in the field; on project sites, the employee may be exposed to fumes or airborne particles, outside weather conditions, and moving mechanical parts and/or machinery. The noise level in the work environment is usually quiet, but may become loud on project site. Travel Requirements Minimal travel for meetings, classes, and workshops in and out of the area. May need to travel by air for training, conferences, and related activities. Overnight travel may be required. Knowledge, Skills, and Abilities Ability To Work in a stressful environment and effectively manage stress. Adapt to flexible work schedules as established by management. Critically assess situations, solve problems, and work effectively under stress within deadlines, including emergency situations. Establish effective working relationships and use good judgment, initiative, and resourcefulness with elected officials, software contractors, and professional contacts. Understand and carry out instruction and procedures with minimal supervision. Communicate effectively with all levels of employees and management, both orally and in writing using correct business English, including spelling, grammar, and punctuation. Drive occasionally long distances. Prioritize tasks, manage multiple responsibilities, and meet deadlines. Communicate effectively with other team members and management. Balance a variety of duties, prioritize, and meet deadlines. Understand and carry out instructions and procedures required. Skill In Resolving issues and handling sensitive or complex situations with tact and discretion. Assembling and analyzing data, preparing comprehensive and accurate reports, and formulating policy and service recommendations. Grant writing experience preferred. Effectively communicating ideas and concepts orally and in writing, and making presentations in public forums. Ability to master new technologies and use office equipment and related software. Knowledge Of Professional public management techniques involved in budgeting, public relations, contract negotiations and contract administration, and general project management. Federal, State, and local regulations governing utilities construction, operations, management, and reporting requirements. Purchasing procedures, payroll, and related ordinances. 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. In an emergency, employees are required to work to provide for the safety and well‑being of the public, including 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. #J-18808-Ljbffr