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.