Description
Performs a variety of routine duties in the operation of the Facilities &
Fleet Management Administration Division. Works under the direct supervision
of the Finance and Administration Division Manager.
Duties
The following duty statements are illustrative of the essential functions of
the job and do not include other non essential or marginal duties that may be
required. The County reserves the right to modify or change the duties or
essential functions of the job at any time.
Sorts, routes and codes invoices, making sure the invoices will be
directed to correct department for approval.
Scans, enters and tracks invoices for the Facilities and Administration
Management Divisions. Creates Purchase Orders as requested in accordance with
Arapahoe County Purchasing Guidelines in a timely matter. Serves as a back-up
for processing invoices for the PMO Division in the absence of the PMO Project
Coordinator.
Responsible for processing approved EnergyCap invoices through SAP for
payment.
Serves as Security Coordinator for all departments within Arapahoe County to
create ID badges for County employees and programs access in the badge
software system. Troubleshoots badge access and card reader issues, working
closely with FFM employees and outside contractors in order to streamline the
badge process. Generates ad hoc confidential reports from the C-Cure/KERI
systems when needed and by request from Directors and Managers. Activates and
deactivates badges. Investigates the badge access for terminations in order to
deactivate the correct buildings. Creates invoices and manages
receivables/payment. Will be on-call for badge/access purposes.
Serves as Payroll Administrator for the department, which includes
monitoring bi-weekly payroll entries and communicating with managerial staff
to ensure correct information has been submitted in the SAP time keeping
system and processed in a timely manner. Investigates errors in the time
recording system and elevate the problem to appropriate channels. Acts as the
point of contact for Staff questions.
Serves as a back-up for the PCard Reconciliation process for the entire
department. Reviews individual PCard statements for appropriate County
charges, reviews for correct coding (account number, cost center,
IO) and enters coding into the Visa system for County allocation.
Processes background checks to determine contractor eligibility to work on
County projects and for FFM new hires and assigns approved or denied status to
applications.
Answers general incoming local and long-distance telephone calls and connects
callers with proper departments/divisions and/or individuals.
Maintains familiarity with appropriate County personnel and telephone
extensions at which they can be reached.
Files and sorts a variety of documents, to include sensitive and
confidential information.
Identify, sort, and distributes incoming documents, facsimiles, etc.
May require research as necessary to determine the destination.
Frequent contact with outside vendors in a professional manner
Orders office supplies and staff uniforms as necessary.
Assists with routine clerical, administrative duties, ensuring adherence
to established policies, procedures, standards, goals and objectives.
Process cash journal transactions as necessary.
Performs other duties as assigned.
SKILLS AND ABILITIES:
Ability to communicate effectively in verbal and written English.
Knowledge of Accounts Payable practices and procedures.
Courteously and effectively greets the customers/visitors.
Skill in operating office machines and the ability to operate and learn
personal computer applications such as Excel and Word.
Knowledge of Maintenance and Custodial functions.
Knowledge of Maintenance Work Order systems (TMA).
Knowledge of County policies and procedures.
Knowledge of County departments/divisions and their functions.
Knowledge f standard office procedures, spelling, punctuation and arithmetic.
Working knowledge of a multi-lined telephone switchboard.
Assist customers, colleagues, and outside agencies with information or
directions as requested.
Provides general clerical support such as typing, copying documents,
answering telephone calls (which may include multi-line panel) and filing.
Ability to understand, direct and deal courteously with the general public.