Administrative Coordinator - Museums

JOB OPENING

CITY OF FARMINGTON

JOB POSITION #123 Administrative Coordinator - Museums

NUMBER OF VACANCIES: 1

DEPARTMENT: Cultural Affairs

WORK LOCATION: Farmington Museums

TYPE OF POSITION: Regular Full-Time

HIRING RANGE: $19.00 - $25.00

DAYS WORKED: Varies

HOURS WORKED: Varies

APPLICATIONS WILL BE RECEIVED: Monday July 7th 2025

JOB DUTIES

The Farmington Museum System is a division of the Cultural Affairs department. It consists of the Farmington Museum E3 Childrens Museum and Science Center Riverside Nature Center Museum of Navajo Art and Culture several heritage properties and an under-construction pavilion in Gateway Park.

The Farmington Museum System shares limited staff and a building with the Farmington Convention & Visitors Bureau (CVB).

The Administrative Coordinator for the City of Farmingtons Museum System is part of the leadership team and adds administrative and some supervisory support to the multiple facilities operated under the division. This position will act as the administrative aide for the division as well as manage the facility rental process and assist with supervision of the Facility Technicians.

ESSENTIAL DUTIES:

Works under the direct supervision of the Museum Director and in collaboration with other museum staff.

Administrative

Performs a variety of routine and complex clerical secretarial and administrative work in keeping official records providing administrative support to the staff and assisting in the administration of the standard operating policies and procedures of the Museum System.

Assists and responds to public inquiries and complaints about the Museum System made in person by telephone or through correspondence.

Input requisitions and responsible for receiving invoices processing payments and processing all purchasing card (P-card) transactions for the Museum System.

Responsible for checking timesheets for accuracy entering all of payroll and processing travel requests for the Museum System.

Ensure daily revenue close-outs and deposits are completed and balanced in accordance with the Citys cash-handling policy.

Prepares monthly quarterly and annual division reports and other specialized statistical reports as assigned.

Composes transcribes types and edits a variety of correspondence reports memoranda forms minutes documents and other material requiring judgment as to content accuracy and completeness.

May attend board meetings or other public meetings to record and transcribe minutes.

Facility Rental and Maintenance

Assists with developing and responsible for implementing and distributing information on rental policy and procedures ensuring customers have an exceptional experience at our facilities.

Plans for and ensures the successful and complete set-up of all scheduled events at the multiple division facilities utilizing staff and equipment resources.

Handles complaints and customer service issues in a fair professional and courteous manner. Interactions with the public occur regularly and must be a welcoming and optimistic experience even in difficult situations.

Schedules the Facility Technicians in the cleaning and maintenance of all museum system facilities and with the set-up tear-down and cleaning for rentals and other events.

Facilitates the opening and closing locking and unlocking of facilities as needed. Monitors the safety and cleanliness of interior and exterior areas such as offices exhibit halls parking lots and all outdoor recreational spaces and addresses concerns accordingly.

Responsible for maintaining record keeping financial expenses and revenue related to facility rentals.

Researches purchases and coordinates adequate inventory of supplies equipment and services for the cleaning and maintenance of the facilities.

Inputs and monitors work orders for facility maintenance in coordination with the Museum Director.

Facility Technicians

Works with the Museum Director on scheduling and training of the Facility Technicians ensuring that facilities are clean and have needed support during rentals. Must have a functional knowledge of their duties and the needs of rental patrons.

Facility Technicians: Skilled and semi-skilled workers engaged in setup operation and tear down of event-related equipment maintenance and custodial services for the various facilities. Operate any audio-visual (AV) systems for customers in the rental spaces.

General

Effectively prioritizes time to execute multiple projects and tasks simultaneously.

Using excellent customer service skills establishes and maintains effective working relationships with City employees officials customers and the general public.

Acts as the manager on duty as needed.

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

Attendance at work is an essential function of this position.

Maintains confidential personnel and correspondence files for the Museum System.

NON-ESSENTIAL DUTIES

Serves as a member of various employee committees and participates in departmental activities as 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 Drug and Alcohol Free Workplace program. This includes: pre-employment testing post-accident testing reasonable suspicion testing return to duty testing and follow-up testing.

Valid drivers license with an acceptable driving record for the past three years.

High school diploma or GED equivalent; and five (5) years of progressively responsible experience in supporting or managing facility administration or maintenance and customer service.

Ability to work under stressful situations with members of the public outside vendors and other City employees.

Skilled in the operation of personal computers utilizing both spreadsheet and database software. Ability to interact with computer-based point-of-sale and rental software.

Working knowledge of building maintenance including housekeeping and janitorial procedures.

Working knowledge of general office practices and procedures and possess professional-level communication skills both verbal and written.

Available to perform shift work in a rotation of days evenings and nights including weekends and holidays if the need arises.

Ability to follow verbal and written instructions.

Ability to meet deadlines.

Working knowledge of liquor laws supervising a commercial kitchen and catering requirements involved in facility rentals and operation preferred.

TOOLS AND EQUIPMENT USED

Personal computer including Microsoft Office Suite and Google Workspace calculator copy machine telephone. Ability to learn and become proficient with the AS400/NaviLine Executime and CivicRec software used for City administrative tasks.

Audio Visual (AV) equipment including programmable room lighting video and electronic projection and basic sound equipment.

Basic office equipment including telephone mobile radio and personal computer.

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 this 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 regularly required to sit and talk or hear. The employee is occasionally required to stand; walk; and use hands to finger handle feel or operate objects tools or controls; and reach with hands and arms. The employee is occasionally required to climb or balance; stoop kneel crouch or crawl.

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

Work is performed inside and outside the division facilities in all types of weather conditions.

While performing the duties of this job the employee occasionally works near moving mechanical parts and in outside weather conditions. The employee is occasionally exposed to wet and/or humid conditions and lightning.

The noise level in the work environment is moderate.

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

Required Experience:

IC