Administrative Aide (Part-time)

Part-time position within the Administrative Services department located at the West Annex, 1st Floor.

Pay

$18.08 - $28.15 per hour (Pay Grade G).

Schedule

• Monday - Friday, 11:00 a.m. - 3:00 p.m. (hours may vary).
• 20-30 hours per week on average.

Responsibilities

• Perform routine clerical and administrative duties to support Administrative Services staff, including maintaining official records and assisting with standard operating policies and procedures.
• Serve as initial public contact for the West Annex Building; answer questions, respond to inquiries, and direct visitors to appropriate individuals and locations.
• Receive payments, deliver checks, and distribute incoming mail for Administrative Services staff.
• Answer and screen incoming calls, taking messages for the department.
• Process selected invoices and enter requisitions/field purchase orders into the ERP system in the absence of the Administrative Assistant.
• Monitor expired contracts and certificates of insurance; assist with system data entry for contracts and certificates.
• Prepare the monthly Expedite Report for Purchasing and monitor the Purchasing general email account, including managing certified payroll submissions.
• Assist with certificates of insurance compliance review and pull vendor listings for solicitations.
• Support department archiving, filing, and shredding; maintain active and archive filing systems for Administration, Purchasing, and Finance Divisions.
• Assist with the preparation and issuance of p-cards and complete City vendor credit applications.
• Help produce and distribute various Administrative Services reports, including the Annual Comprehensive Financial Report, Budget Book, and Popular Annual Financial Report.
• Order and maintain office supplies and printed materials; schedule routine maintenance for office equipment and monitor department work order statuses.
• Distribute deposit bags and slips to cash sites and prepare the monthly bank card fee report for Finance.
• Manage monthly breakdown and distribution of all City p-card statements, ensuring timely receipt and corrections from departments.
• Organize and process procurement card receipts weekly into the ERP system and reconcile receipts with monthly statements.
• Act as an additional Travel Coordinator for the Administrative Services Department, including making travel reservations and reconciling receipts.
• Assist in scanning p-card, travel, and other Finance and Purchasing files for document retention.
• Serve as a backup timekeeper for the Administrative Services Department, coordinating payroll approvals and processing bi-weekly payroll.
• Maintain calendars for the Chief Financial Strategy Officer, Administrative Services Time Off, and West Annex Resources (conference room scheduling).
• Gather and provide support documentation for auditors, including accounts payable, grant documents, work orders, and fixed asset documentation.
• Cross-train with and serve as backup to the Administrative Assistant as needed.
• Use excellent customer service skills to establish and maintain effective working relationships with employees, officials, and the public.
• Implement the goals, standards, and objectives of the Administrative Services Department and division.
• Serve as a member of various employee committees and coordinate with customer, supplier, and colleague requirements.
• Attendance at work is an essential function of this position.
• Other duties as assigned.

Requirements

• Subject to the City's Drug and Alcohol Free Workplace Program, including pre-employment, post-accident, reasonable suspicion, return-to-duty, and follow-up testing.
• Extensive background checks required; pre-employment physical and/or drug/alcohol test may be required.
• High school diploma or GED equivalent with specialized coursework in Administrative office practices.
• Ability to type 60 words per minute or at a rate sufficient to perform job duties.
• Data entry experience preferred.
• Working knowledge of personal computers and software packages, including 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 and written communication, analytical, problem-solving, and customer service skills.
• Ability to work under stress, manage a heavy workload with tight deadlines, and handle frequent interruptions.
• Works independently with minimal supervision; ability to organize work and complete multiple tasks simultaneously.
• Ability to maintain confidential and sensitive material.
• Strong work ethic, displaying initiative, adaptability, and integrity.
• Valid New Mexico driver's license with an acceptable driving record for the past three years.

Skills

• Proficiency with personal computers, including Adobe Pro, Word, Excel, PowerPoint, typewriters, calculators, copy machines, scanners, telephones, fax machines, and multi-function devices.
• Familiarity with and ability to learn the AS400 computer system.
• Ability to operate a motor vehicle for department and City business.

Physical Demands

• Frequently required to sit and talk or hear.
• Occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms.
• Must occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required include close vision and the ability to adjust focus.

Work Environment

• Position sits in an open area, directly in front of a customer service window.
• Normal office setting with a usually quiet noise level.