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 Children's 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 Farmington's 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 City's 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 trainin