Temporary Administrative Aide - Civic Center - City of Farmington

JOB OPENING

CITY OF FARMINGTON

POSTING #178: TEMPORARY ADMINISTRATIVE AIDE - CIVIC CENTER

NUMBER OF VACANCIES: 1

DEPARTMENT: Parks, Recreation & Cultural Affairs

WORK LOCATION: Civic Center

HIRING RANGE: $15.00 to $18.00/Hour DOE

PAY CLASS: Temporary/Full-Time

DAYS WORKED: Varies

HOURS WORKED: Varies

APPLICATIONS WILL BE RECEIVED UNTIL: Until Filled, First Review 2 Weeks

JOB DUTIES

ESSENTIAL DUTIES

Performs a variety of routine and complex clerical, secretarial and administrative work in keeping official records, providing administrative support to the Civic Center staff, and assisting in the administration and operation of the department.

Works under the general supervision of the Facilities Manager No supervision is exercised in this position.

Using excellent customer service skills, establishes and maintains effective working relationships with other employees, officials, and all members of the general public.

Assists in preparing daily operations report. Reviews for accuracy before posting for technicians.

Greets the public and answers questions both in person and over the telephone. Responds to inquiries from employees, citizens and others and refers, when necessary, to appropriate persons. Screens incoming calls or provides requested information to the client.

Assists in obtaining booking information for major events, meetings, theatrical performances, and concerts. Prepares necessary paperwork to complete booking.

Prepares monthly billing of Civic Center patrons.

Responsible for ticket sales, deposits, reports and payouts to the customer or client. Closes out cash register daily and prepares deposits.

Assists with preparing event billings. In the case of nonpayment, follows up with second and final notices, if necessary.

Assists in preparing monthly reports and other specialized statistical reports as assigned.

Also responsible for assisting with deposits and ticket manifest reconciliations of concerts booked by outside agents.

Assists in maintaining daily sheets for co-workers for their set-ups in individual rooms for meetings.

Responsible for assisting with receiving invoices, processing FPO's, reconciling P-Card statements and processing for payment. Assists with maintaining all records related to accounts payable.

Receives and distributes incoming mail; establishes and maintains filing system.

Assists all other departmental staff as needed for special projects or special events.

Operates a motor vehicle to assist in carrying out the business of the department and the City.

Attendance at work is an essential function of this position.

NON-ESSENTIAL DUTIES

May serve on various employee committees, as required and assigned.

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.

All applicants must provide enough information for a thorough background check.

Graduation from high school or GED equivalent with specialized course work in administrative office procedures.

Ability to type 45 wpm or at a rate sufficient to perform duties of job.

Valid driver's license with acceptable driving record for past three years or state of current residency.

Working knowledge of personal computers and software packages, including specific knowledge of Word and Excel. Ability to learn Event Software used in booking events and meetings; ability to learn 3-D Design used in developing 3-D layouts for clients.

Data entry experience preferred.

Ability to communicate effectively verbally and in writing.

Ability to handle stressful situations in a busy office setting.

Ability to successfully organize, work and complete multiple tasks simultaneously.

Ability to maintain confidential, sensitive material.

Ability to establish and maintain working relationships with co-workers, supervisors, other City personnel and the public.

Ability to operate tools and equipment listed.

Extensive background checks required.

This position has the responsibility to participate in and comply with the City's Environmental, Health, and Safety program.

TOOLS AND EQUIPMENT USED

Personal computer including Microsoft and excel software, typewriter, calculator, copy machine, telephone, fax machine, and base station radio.

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 the 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; walk; talk or hear; use hand to operate tools or controls; and reach with hands and arms. The employee is occasionally required to walk or stand.

The employee must frequently lift and/or move up to 25 pounds and occasionally. Specific vision abilities required by this job include close vision, distance 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.

WE ARE AN EQUAL OPPORTUNITY EMPLOYER, M/F/D/V