Administrative Aide (Part-time)

Job Description

Job Description

JOB OPENINGCITY OF FARMINGTONJOB POSITION #144: Administrative Aide (Part-time)NUMBER OF VACANCIES: 1DEPARTMENT: Administrative Services / AdminWORK LOCATION: West Annex - 1st FloorHOURLY RANGE: $18.08 - $28.15 / hourPAY GRADE: GTYPE OF POSITION: Regular, Part-TimeDAYS WORKED: Monday - FridayHOURS WORKED: 11:00 a.m. - 3:00 p.m., hours may vary APPLICATIONS WILL BE RECEIVED THROUGH: Wednesday, August 19, 2026JOB DUTIESESSENTIAL DUTIES:Work under the supervision of the Chief Financial Strategy Officer. Works under the administrative direction of the Chief Financial Strategy Officer, Deputy Administrative Services Director, and Chief Procurement Officer.No supervision is exercised in this position.Perform a variety of routine clerical and administrative duties in keeping official records, providing administrative support to Administrative Services staff. Assist in the administration of the standard operating policies and procedures of the department.Position has initial contact with the public for the West Annex Building. Answers questions and responds to inquiries from City employees and citizens. Escort/direct visitors to appropriate individuals and locations. Receives payments and delivers checks at front window departments/businesses/individuals.Receive and distribute incoming mail for all Administrative Services staff. Answer and screen incoming calls and take messages for the department.Process Selected Invoices - Process invoices for selected city-wide contracts.Enter requisitions and field purchase orders for Administrative Services and IT into the ERP system in the absence of the Administrative Assistant.Check contract drawers for expired contract files for archiving. Monitor expired contracts and certificates of insurance by running reports within the electronic bidding/contract system. Help with system data entry for contracts and certificates of insurance. Manage suppliers within the system.Prepare monthly Expedite Report for Purchasing. Monitor Purchasing general email account (View email address on ziprecruiter.com) and manage certified payroll submissions.Assist Purchasing with certificates of insurance compliance review by reviewing contract files for current contracts and forwarding to Chief Procurement Officer and/or Contracts Administrator for review.Pull vendor listing from the ERP system for solicitations for Purchasing.Assist the Administrative Assistant with department archiving, filing, and shredding. Establish and maintain active files and archive filing system with documentation for Administration, Purchasing, and Finance Divisions. Monitor shred bins and schedule disposal/shredding when needed.Assist Purchasing with the preparation and issuance of p-cards.Complete City vendor credit applications.Assist with production and distribution of various Administrative Services reports including the Annual Comprehensive Financial Report, Budget Book and Popular Annual Financial Report.Order and maintain inventory of office supplies and printed materials.Responsible for scheduling routine maintenance and service calls for office equipment.Arrange and coordinate maintenance of facility as needed and monitor department work order statuses.Distribute deposit bags and slips to cash sites and order more if needed.Prepare monthly bank card fee report for Finance.City-wide P-cards - Monthly breakdown and distribution of all City p-card statements to departments. Follow up with departments to make sure all statements are received and any corrections needed are received in a timely manner. Administrative Services P-cards - Organize and process all procurement card receipts weekly into ERP computer system and reconcile receipts with monthly statements for individuals in Purchasing, Finance, and Administrative Services Administration. Act as an additional Travel Coordinator for the Administrative Services Department. This includes making all reservations for travel, including scheduling air travel and car rentals, reserving hotel rooms, and submitting registrations for workshops, seminars, and conferences. It also includes reconciling all receipts, etc., according to Administrative Regulations and depositing unspent advanced funds or processing reimbursement to the traveler.Assist in scanning p-card, travel, and other Finance and Purchasing files for document retention purposes.Payroll - Act as a backup timekeeper for Administrative Services Department, responsible for coordinating with Administrative Services employees and supervisors to complete the approval of their work hours and their subordinates in the payroll timekeeping system, and perform the time keyer's responsibilities in processing the bi-weekly payroll. Distribute payroll checks as needed.Maintain Calendars - Schedule Chief Financial Strategy Officer's calendar in advance for Council Meetings, Council Work Sessions, Department Head Meetings, and Division Meetings. Maintain Administrative Services Time Off calendar for Chief Financial Strategy Officer, which documents vacation and medical appointments for Administrative Services Department staff. Maintain West Annex Resources calendar for scheduling conference room availability.Gather and provide support documentation to auditors for annual audit as requested and pull accounts payable, grant documents, work orders, and fixed asset documentation upon request.Cross train with and serve as backup to the Administrative Assistant as needed.Assist all departmental staff as needed for specialized projects.Attendance at work is an essential function of this position.Other duties as assigned.NON-ESSENTIAL DUTIES:Use excellent customer service, establish and maintain effective working relationships with other employees, officials, and all members of the general public.Responsible for implementing the goals, standards and objectives of the Administrative Services Department as well as the goals, standards and objectives of the division.Keeps management and customers fully and timely informed of pertinent activities that affect them.Use of excellent communication and customer service skills.Maintains and adheres to safety procedures.Serve as a member of various employee committees, as assigned.As a member of a work team, must exercise personal initiative and be a team player at the same time - willing and able to coordinate and cooperate with a variety of customer, supplier and colleague requirements.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.QUALIFICATIONS:This position is subject to the City's Drug and Alcohol Free Workplace Program which includes: pre-employment testing, post-accident testing, reasonable suspicion testing, return to duty testing, and follow-up testing.Extensive background checks required.A pre-employment physical and or drug/alcohol test is required for this positionGraduation from a high school or GED equivalent with specialized course work in Administrative office practices. Ability to type 60 wpm, or at a rate sufficient to perform duties of job. Data entry experience preferred.Working knowledge of personal computers and software packages, including, but not limited to, Central Square Technologies/NaviLine (preferred), MS Excel, MS Word, MS PowerPoint, MS Access, Adobe Acrobat Professional, Google products, and other electronic document management systems.Excellent verbal communication, written communication, analytical and problem-solving, and customer service skills.Must effectively communicate with management, purchasing staff, inter-departmental customers and suppliers. Communications must be efficient and timely to keep all informed of issues and pertinent activities that affect them.Ability to work under stress and handle stressful situations. Must be able to manage a heavy workload under pressure with tight deadlines. Ability to work under pressure and with frequent interruptions.Works independently with minimal supervision.Ability to successfully organize work and complete multiple tasks simultaneously.Ability to maintain confidential, sensitive material. Strong work ethic, displaying initiative, adaptability, and integrity.Ability to establish and maintain working relationships with co-workers, supervisors, other City personnel and the public.Valid New Mexico driver's license with acceptable driving record for past three years.TOOLS AND EQUIPMENT USED:Personal computer, including Adobe Pro, Word, Excel, and Power Point, typewriter, calculator, copy machine, scanner, telephone, fax machine, dictation equipment and multi-function devices. Familiarity with and ability to learn and become proficient within the AS400 computer system.Operate a motor vehicle to assist in carrying out the business of the department and the City.PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. WORK ENVIRONMENT:This position sits in an open area, directly in front of a customer service window.Position will average roughly 20-30 hours per week.The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.The work environment is a normal office setting. The noise level in the work environment is usually quiet.WE ARE AN EQUAL OPPORTUNITY EMPLOYER, M/F/D/V