Administrative Aide (Part-time)

City of Farmington•Farmington, NM

5d•Onsite

About The Position

The City of Farmington is seeking a part-time Administrative Aide to join the Administrative Services Department. This position will provide clerical and administrative support, assist with financial administration, manage records, and interact with the public. The role involves processing invoices, managing contracts, assisting with reports, ordering supplies, coordinating maintenance, and handling P-card statements. Additionally, the Administrative Aide will act as a backup timekeeper and travel coordinator, maintain calendars, and support auditors. This position requires strong organizational skills, attention to detail, and the ability to work independently and as part of a team.

Requirements

Graduation from a high school or GED equivalent with specialized coursework in Administrative office practices.
Ability to type 60 wpm, or at a rate sufficient to perform duties of the job.
Working knowledge of personal computers and software packages, including 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.
Ability to work under stress and handle stressful situations.
Ability 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 an acceptable driving record for the past three years.
Subject to the City's Drug and Alcohol Free Workplace Program (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.

Nice To Haves

Data entry experience preferred.
Familiarity with Central Square Technologies/NaviLine preferred.
Familiarity with and ability to learn and become proficient within the AS400 computer system.

Responsibilities

Perform routine clerical and administrative duties, including record keeping and providing administrative support to Administrative Services staff.
Serve as the initial point of contact for the public at the West Annex Building, answering questions and directing visitors.
Receive payments and deliver checks.
Process selected invoices for 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.
Monitor expired contract files and certificates of insurance, running reports and assisting with data entry.
Manage suppliers within the electronic bidding/contract system.
Prepare monthly Expedite Reports for Purchasing.
Monitor the Purchasing general email account and manage certified payroll submissions.
Assist Purchasing with certificates of insurance compliance review.
Pull vendor listings from the ERP system for solicitations.
Assist with department archiving, filing, and shredding.
Establish and maintain active files and archive filing systems.
Monitor shred bins and schedule disposal/shredding.
Assist Purchasing with the preparation and issuance of p-cards.
Complete City vendor credit applications.
Assist with the production and distribution of various Administrative Services reports.
Order and maintain inventory of office supplies and printed materials.
Schedule routine maintenance and service calls for office equipment.
Arrange and coordinate facility maintenance and monitor department work order statuses.
Distribute deposit bags and slips to cash sites.
Prepare monthly bank card fee reports for Finance.
Process all City p-card statements, ensuring timely receipt and corrections.
Organize and process procurement card receipts weekly into the ERP system and reconcile receipts with monthly statements.
Act as an additional Travel Coordinator, making travel reservations, reconciling receipts, and processing reimbursements.
Scan p-card, travel, and other Finance and Purchasing files for document retention.
Act as a backup timekeeper, coordinating with employees and supervisors to approve work hours and processing bi-weekly payroll.
Distribute payroll checks as needed.
Schedule the Chief Financial Strategy Officer's calendar for meetings and appointments.
Maintain the Administrative Services Time Off calendar.
Maintain the West Annex Resources calendar for conference room availability.
Gather and provide support documentation to auditors.
Cross-train with and serve as backup to the Administrative Assistant.
Assist all departmental staff with specialized projects.
Use excellent customer service skills and maintain effective working relationships.
Implement the goals, standards, and objectives of the Administrative Services Department and its divisions.
Keep management and customers informed of pertinent activities.
Maintain and adhere to safety procedures.
Serve as a member of various employee committees, as assigned.
Coordinate and cooperate with a variety of customer, supplier, and colleague requirements.