Administrative Aide (Part-time)

City of Farmington•Farmington, NM

7d•$18 - $28•Onsite

About The Position

The City of Farmington is seeking a part-time Administrative Aide to provide clerical and administrative support to the Administrative Services department. This role involves initial public contact, answering inquiries, processing invoices and purchase orders, managing contract files, and assisting with various reports and office operations. The position requires strong organizational skills, proficiency in computer software, and excellent customer service.

Requirements

Graduation from a high school or GED equivalent with specialized course work in Administrative office practices.
Ability to type 60 wpm, or a rate sufficient to perform duties of 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.
Must effectively communicate with management, purchasing staff, inter-departmental customers and suppliers.
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 acceptable driving record for the past three years.
Subject to the City's Drug and Alcohol Free Workplace Program.
Extensive background checks required.
A pre-employment physical and or drug/alcohol test is required.

Nice To Haves

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

Responsibilities

Perform a variety of routine clerical and administrative duties in keeping official records.
Provide administrative support to Administrative Services staff.
Assist in the administration of the standard operating policies and procedures of the department.
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.
Receive and distribute incoming mail for Administrative Services staff.
Answer and screen incoming calls and take messages.
Process selected invoices for city-wide contracts.
Enter requisitions and field purchase orders into the ERP system.
Check contract drawers for expired contract files for archiving and monitor expired contracts and certificates of insurance.
Manage suppliers within the electronic bidding/contract system.
Prepare monthly Expedite Report for Purchasing.
Monitor Purchasing general email account and manage certified payroll submissions.
Assist Purchasing with certificates of insurance compliance review.
Pull vendor listing from the ERP system for solicitations.
Assist with department archiving, filing, and shredding.
Establish and maintain active files and archive filing system.
Monitor shred bins and schedule disposal/shredding.
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.
Order and maintain inventory of office supplies and printed materials.
Schedule routine maintenance and service calls for office equipment.
Arrange and coordinate maintenance of facility and monitor department work order statuses.
Distribute deposit bags and slips to cash sites.
Prepare monthly bank card fee report for Finance.
Process and reconcile City and Administrative Services procurement card receipts weekly.
Act as an additional Travel Coordinator for the Administrative Services Department, including making reservations, reconciling receipts, and processing reimbursements.
Scan p-card, travel, and other Finance and Purchasing files for document retention.
Act as a backup timekeeper for the Administrative Services Department, coordinating work hour approvals and processing bi-weekly payroll.
Distribute payroll checks as needed.
Schedule the Chief Financial Strategy Officer's calendar for meetings and 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 as needed for specialized projects.
Use excellent customer service and maintain effective working relationships.
Implement the goals, standards, and objectives of the Administrative Services Department and division.
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.