Administrative Aide (Part-time

Administrative Aide (Part-time)

Job Position #144:
Administrative Aide (Part-time)

Department:
Administrative Services / Admin

Work Location:

West Annex - 1st Floor

Hourly Range: $18.08 - $28.15 / hour

Pay Grade: G

Type of Position:
Regular, Part-Time

Days Worked:
Monday
- Friday

Hours Worked: 11:00 a.m.

- 3:00 p.m., hours may vary

Applications will be received through:
Wednesday, August 19, 2026

Essential Duties:

Work under the supervision of the Chief Financial Strategy Officer. Works under the administrative direction of the Chief Financial Strategy Officer, Deputy Administrative Services Director, and Chief Procurement Officer.

No supervision is exercised in this position.

Perform a variety of routine clerical and administrative duties in keeping official records, providing administrative support to 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 West Annex Building. Answers questions and responds to inquiries from City employees and citizens. Escort/direct visitors to appropriate individuals and locations. Receives payments and delivers checks at front window departments/businesses/individuals.

Receive and distribute incoming mail for all Administrative Services staff.

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

Process selected invoices - process invoices for selected city-wide contracts.

Enter requisitions and field purchase orders for Administrative Services and IT into the ERP system in the absence of the Administrative Assistant.

Check contract drawers for expired contract files for archiving. Monitor expired contracts and certificates of insurance by running reports within the electronic bidding/contract system. Help with system data entry for contracts and certificates of insurance. Manage suppliers within the system.

Prepare monthly Expedite Report for Purchasing.

Monitor Purchasing general email account (purchasing) and manage certified payroll submissions.

Assist Purchasing with certificates of insurance compliance review by reviewing contract files for current contracts and forwarding to Chief Procurement Officer and/or Contracts Administrator for review.

Pull vendor listing from the ERP system for solicitations for Purchasing.

Assist the Administrative Assistant with department archiving, filing, and shredding. Establish and maintain active files and archive filing system with documentation for Administration, Purchasing, and Finance Divisions.

Monitor shred bins and schedule disposal/shredding when needed.

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 including the Annual Comprehensive Financial Report, Budget Book and Popular Annual Financial Report.

Order and maintain inventory of office supplies and printed materials.

Responsible for scheduling routine maintenance and service calls for office equipment.

Arrange and coordinate maintenance of facility as needed and monitor department work order statuses.

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

Prepare monthly bank card fee report for Finance.

City-wide P-cards
- Monthly breakdown and distribution of all City p-card statements to departments. Follow up with departments to make sure all statements are received and any corrections needed are received in a timely manner.

Administrative Services P-cards
- Organize and process all procurement card receipts weekly into ERP computer system and reconcile receipts with monthly statements for individuals in Purchasing, Finance, and Administrative Services Administration.

Act as an additional 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. It also includes reconciling all receipts, etc., according to Administrative Regulations and depositing unspent advanced funds or processing reimbursement to the traveler.

Assist in scanning p-card, travel, and other Finance and Purchasing files for document retention purposes.

Payroll
- Act as a backup timekeeper for Administrative Services Department, responsible for coordinating with Administrative Services employees and supervisors to complete the approval of their work hours and their subordinates in the payroll timekeeping system, and perform the time keyer's responsibilities in processing the bi-weekly payroll. Distribute payroll checks as needed.

Maintain Calendars
- Schedule Chief Financial Strategy Officer's calendar in advance for Council Meetings, Council Work Sessions, Department Head Meetings, and Division Meetings. Maintain Administrative Services Time Off calendar for Chief Financial Strategy Officer, which documents vacation and medical…