Administrative Aide

JOB OPENING

CITY OF FARMINGTON

JOB POSITION #82: Administrative Aide

NUMBER OF VACANCIES: 1

DEPARTMENT: Administrative Services / Administration

WORK LOCATION: Annex - 1st Floor

HIRING RANGE: $15.75-$24.53/hour

PAY GRADE: G

TYPE OF POSITION: Regular, Full-Time

DAYS WORKED: Monday - Friday HOURS WORKED: 8:00 a.m. - 5:00 p.m.

APPLICATIONS WILL BE RECEIVED THROUGH: Thursday, May 5th, 2022

JOB DUTIES

ESSENTIAL DUTIES:

Work under the supervision of the Administrative Services Director. Works under the
administrative direction of the Finance Controller, Warehouse Superintendent, and Chief
Procurement Officer.

No supervision is exercised in this position.

Standard or routine aspects of work are performed with greater independence.

Performs a variety of routine and complex clerical and administrative duties in keeping official
records, providing administrative support to Purchasing and other 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 Annex Building. Answer questions and
responds to inquiries from City employees and citizens. Escort/direct visitors to appropriate
individuals and locations.

Accept and maintain security and confidentiality of competitive solicitation submittals.

Receive and distribute incoming mail.

Answer and screen incoming calls and take messages for the department.

Imaging System - Work closely with the Contracts Administrator. Scan purchasing contracts
and related documents into document imaging system. Has a general understanding of the
underlying reasoning involved with indexing contract information and watch for inconsistencies
which need to be questioned. Coordinate with IT services for upgrades and modifications to
imaging system.

Administer and audit City's Online Supply purchases (Amazon, Staples, Best Buy). Statements
must be printed each month and sent to the user department.

Administer City's Warranty Compliance Program to ensure departments are complying with
product warranties.

Process Selected Invoices - Process invoices for selected city-wide contracts (i.e., concrete and
waste management).

Maintain and oversee the Purchasing filing system including PO's, SPO's, bids, RFP/RFQP's,
contracts, and insurance certificates.

Establish and maintain active and archive filing system with documentation for both Purchasing
and Finance Divisions.

Aid Finance and Administration with production of the City Financial Report, Budget Book and
PAFR. Preparing the PDF document, printing/have printed and distribution.

Order and maintain inventory of office supplies and printed materials.

Enter requisitions and field purchase orders for Administrative Services into the HTE/Naviline
system.

Breakdown AP checks and ensure special processing requests are followed.

Distribute deposit bags and slips to cash sites and order more if needed.

Follow-up on outstanding checks for Customer Refund checks.

Pcards- Audit all City Pcard statements for capital project compensating tax, liquor purchases,
timing differences for recurring invoice charges.

Payroll - responsible for coordinating with Administrative Services employees and supervisors
to complete the approval of their work hours and their subordinates in the ExecuTime System,
and perform the time keyer's responsibilities in processing the bi-weekly payroll. Distribute
payroll checks.

Maintain Calendars - Schedule Administrative Services Director's calendar in advance for
Council Meetings, Council Work Sessions, Department Head Meetings, and Division Meetings.
Maintain Administrative Management calendar for Administrative Services Director, which
documents vacation and medical appointments for Administrative Services Department staff,
Finance, Purchasing, and Warehouse supervisors.

Act as 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.

Arrange and coordinate maintenance of office equipment, vehicles and facility.

Procurement Cards - Organize and process all procurement card receipts weekly into
HTE/Naviline computer system and reconcile receipts with monthly statements for individuals in
Purchasing, Finance, and Administrative Services Administration. Update and create P-card Manual notebooks.

Complete City vendor credit applications.

Assist all departmental staff as needed for specialized projects.

Attendance at work is an essential function of this position.

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.

Provides backup for the Buyer I as needed.

Cross train on other positions and train others to be a backup for this position.
Maintains City of Farmington vehicles to keep clean and notify supervisor immediately of any
issues.

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 position
Graduation from a high school or GED equivalent with specialized course work in
Administrative office practices.

Knowledge of New Mexico Procurement Code preferred.

Knowledge of travel policies and procedures and New Mexico Department of Finance
Administration (DFA) rules pertaining to travel and per diem preferred.

Working knowledge of contract law as it applies to the purchasing process preferred.
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,
SunGard Public Sector (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 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:

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

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