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.

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 of 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.


BEHAVIORAL COMPETENCIES:

Steady, unhurried pace

Unchanging environment, with support and encouragement provided by management

Customer service, team-oriented, willing to do what is expected

Detail oriented

Need not take risks

Careful, very cautious decisions made within clear guidelines and with the full support of the team and management

Will be approachable and work harmoniously with the team throughout the whole work process

Unassuming, agreeable, relaxed communication style

Will respect and seek direction from others

If delegation is required, will follow up in a caring, non-threatening manner

EDUCATION:
High school graduation or G.E.D Required.


EXPERIENCE:
Two (2) year general office experience required. Prefer experience performing tasks related to accounts payable.

(An equivalent combination of education and work experience that satisfy the requirements of the job may be sufficient).

SUPPLEMENTAL INFORMATION:
Work in this position is routine in nature; procedures are explicit and requires little to no independent judgment.

This position requires successful completion of pre-employment background and motor vehicle checks.

Position is deemed essential and incumbents must be available for winter storm emergencies and to respond to emergency phone calls all of which may require evenings, holidays and weekends.

INTERPERSONAL CONTACTS:
Contacts are with superiors, peers, elected officials, users, and/or vendors. Incumbent is accountable for the results of the contact. Position requires a considerable amount of contact with the general public, including giving and receiving of routine and repetitive information.

This position is under direct supervision from the Administration Manager

WORK ENVIRONMENT:
Work is generally confined to a standard office environment.

PHYSICAL DEMANDS:
The following are some of the physical demands commonly associated with this position.

No unusual physical demands are associated with this position.

Spends 80% of the time sitting and 20% of the time either standing or walking.

Occasionally lifts, carries, pulls or pushes up to 20 lbs.

Uses cart, dolley, or other equipment to carry in excess of 25 lbs.

Occasionally stoops, kneels, balances, reaches, crawls and crouches while performing office or work duties.

Verbal and auditory capacity enabling interpersonal communication through automated devices, such as telephones, radios, etc.

Constant use of eye, hand and finger coordination enabling the use of automated office machinery or equipment.

Visual capacity enabling constant use of computer or other work related equipment.

Definitions:
Occasionally: Activity exists less than 1/3 of the time.
Frequently: Activity exists between 1/3 and 2/3 of the time.
Constantly: Activity exists more than 2/3 of the time.

Toll Free Applicant Technical Support: If you experience technical difficulty with the NEOGOV system (i.e. uploading or attaching documents to your online application), call NEOGOV technical support at 855-524-5627. Helpful hints: if you are having difficulty uploading or attaching documents to your application, first, ensure your documents are PDF or Microsoft Word files, and second, close the document before you attempt uploading (attaching) it.