Administrative Aide

City of Farmington•Farmington, NM

9d•Onsite

About The Position

Performs a variety of routine and complex clerical, secretarial, and administrative work in keeping official records, providing administrative support to the Recreation Center of the Parks and Recreation Department. Works under the supervision of the Recreation Manager. Using excellent customer service skills, establishes and maintains effective working relationships with other employees, officials, and all members of the general public. No supervision is exercised in this position.

Requirements

Graduation from a high school or GED equivalent with specialized course work in general office practices.
Progressively responsible office experience required.
Ability to type 60 wpm or at a rate sufficient to perform duties of job.
Comprehensive knowledge of word processing with emphasis in MSWord and Excel software packages.
Professional preparation of correspondence and spread sheeting is required.
Ability to prioritize with ever changing demands and to perform multiple tasks with a high degree of accuracy, timeliness, and professionalism.
Ability to effectively meet and deal with the public.
Ability to communicate effectively both verbally and in writing in order to assist the public and other department personnel.
Ability to work in an effective and calm manner with irate customers.
Ability to work well under pressure and in stressful situations.
Ability to establish and maintain cooperative working relationships with co-workers, city employees, and the public.

Nice To Haves

Knowledge of recreation programs and recreation record keeping preferred.
Knowledge of bookkeeping practices and procedures.
Knowledge of sports league brackets and statistics preferred.

Responsibilities

Greets visitors of the Recreation Center and directs them to the appropriate area.
Answers and screens incoming calls and takes messages for the Recreation Center and Sycamore Park Community Center.
Distributes daily mail within the division.
Receives money for a variety of recreational activities. Accounts for, balances, and reconciles these accounts.
Responsible for preparing bank deposits for the Recreation Center. Sycamore Park Community Center and seasonal sport activities. Reconciles bank statements and balances checkbooks for related activities.
Compiles and maintains spreadsheets to be used for budgeting and financial purposes. Financial reports are prepared for all activities under the scope of the Recreation Division such as the Sports Complex, Sycamore Park Community Center, and various sports leagues.
Responsible for monitoring standings and statistics and for typing rosters, brackets, and tournament schedules.
Maintains and updates the Connie Mack World Series ticket data base. Receives, prepares, and sells tickets to the public.
Prepares billing and payments for referees and umpires.
Performs purchasing duties for the Recreation Center and Sycamore Park Community Center. Coordinates activities and purchases with the City Purchasing Division. Using the City computer system, orders, tracks, and receives materials. May be required to obtain quotes and interact with vendors.
Tracks purchase card expenditures for Recreation Division employees.
Receives divisional time sheets. Enters employee payroll time into the City computer system. Balances and prepares a reconciliation report on a per pay period basis of divisional payroll time.
Assists in training the evening and weekend support staff for the Recreation Division. Responsible for verifying accuracy of temporary support staff assignments and assists in making any necessary corrections.
Performs general secretarial duties such as typing and establishing and maintaining division filing systems.
Responsible for opening and preparing facilities for daily operations.
Attendance at work is an essential function of this position.
Orders and maintains division supplies.