Finance and Administrative Clerk

Finance & Administrative Clerk

POSTING OPEN UNTIL JUNE 30, 2026.

Eligible candidates will be contacted for interviews by email after June 30, 2026.

Valencia Regional Emergency Communications Center (VRECC) is accepting applications for a Finance & Administrative Clerk. This is a regular full-time, non-exempt administrative support position assigned to Administrative Services and reporting to the Finance Manager.

The Finance & Administrative Clerk provides financial and administrative support to help ensure accurate, organized, and efficient fiscal operations. This position assists with invoices, reimbursement documentation, accounts payable and receivable support, procurement records, contract and subscription tracking, travel documentation, filing, scanning, data entry, and other administrative support functions. The position requires strong attention to detail, confidentiality, organization, and the ability to maintain accurate records in accordance with agency policy and intergovernmental requirements.

Key Responsibilities

The successful candidate will assist with:

• Preparing, tracking, processing, and organizing invoices, reimbursements, and related financial documentation.
• Supporting accounts payable and accounts receivable processes.
• Collecting, scanning, uploading, filing, and organizing documentation for purchases, contracts, subscriptions, travel, reimbursements, and other administrative transactions.
• Tracking contract renewals, subscriptions, service agreements, purchase order needs, and related deadlines.
• Maintaining accurate electronic and physical records.
• Coordinating with internal staff, vendors, municipal finance departments, service providers, and partner agencies to obtain required documentation or resolve routine documentation issues.
• Entering and maintaining accurate data in spreadsheets, logs, databases, and other tracking systems.
• Identifying missing documentation, overdue items, discrepancies, or incomplete records and reporting them through the proper chain of command.
• Handling financial, contractual, personnel, and other sensitive information confidentially and securely.

Minimum Qualifications

Applicants should have:

• A high school diploma or equivalent preferred.
• At least two years of administrative support experience, preferably in finance, accounting, procurement, records, or government operations.
• Proficiency with Microsoft Office, spreadsheets, electronic records, and document-management systems.
• Strong organizational skills and attention to detail.
• Ability to manage multiple deadlines with accuracy.
• Clear and professional oral and written communication skills.
• Ability to work with staff, vendors, partner agencies, and external contacts in a professional manner.
• A valid New Mexico driver’s license.
• Ability to successfully complete required pre-employment screening, including a national fingerprint-based criminal history record check.

Equivalent combinations of education and experience may be considered.

Work Schedule

This position generally works regular business hours, with any adjusted schedule required to support administrative or financial operations.

Compensation

Pay Grade: F
Salary/Hourly Rate: $21.61 per hour depending on experience

Equal Opportunity / ADA Statement

VRECC provides reasonable accommodations to qualified individuals with disabilities to enable them to perform the essential functions of the position, provided such accommodations do not create an undue hardship or compromise agency operations, fiscal integrity, information security, or internal control practices.

OFFICIAL JOB DESCRIPTION

Summary:

Under the direction of the Finance Manager, the Finance & Administrative Clerk performs a variety of administrative and financial support duties to promote efficient fiscal operations, procurement support, reimbursement processing, accounts payable and accounts receivable support, records organization, and documentation management for VRECC. This position provides direct support to the Finance Manager and administrative leadership by assisting with financial documents, purchasing support, contract and subscription tracking, travel documentation, and maintenance of organized records in accordance with agency policy and intergovernmental requirements. Finance and administrative duties assigned to this position may vary based on division of duties, internal control practices, workload, and agency needs.

Essential Job Functions:
The following functions are essential as defined under the Americans with Disabilities Act. An employee must be able to perform these functions with or without reasonable accommodation. This list of tasks is illustrative only and is not a comprehensive listing of all functions and tasks performed by positions in this class.

• Must be able to assist in preparation, tracking, processing, and organization of invoices, reimbursement requests, and related financial documentation.
• Must be able to assist with accounts payable and accounts receivable processes, including collecting, organizing, entering, tracking, and maintaining supporting documentation for invoices, payments, reimbursements, deposits, or other assigned financial transactions.
• Must be able to collect, request, scan, upload, file, and organize supporting documents for reimbursements, purchases, contracts, subscriptions, travel, and other financial or administrative transactions.
• Must be able to assist with travel coordination, travel documentation, reimbursement support, and related administrative processing as assigned.
• Must be able to track upcoming contract renewals, subscriptions, service agreements, purchase order needs, and related deadlines and notify appropriate personnel of follow-up requirements.
• Must be able to maintain organized electronic and physical filing systems for financial, procurement, contractual, and administrative records in accordance with agency standards and recordkeeping requirements.
• Must be able to coordinate with internal staff and external partners, including municipal finance departments, vendors, service providers, and other agencies, to obtain required documentation or resolve routine documentation issues.
• Must be able to assist with purchasing and procurement documentation in accordance with agency policy, procurement procedures, and administrative requirements.
• Must be able to enter, update, track, and maintain accurate financial and administrative data in spreadsheets, databases, logs, and other tracking systems.
• Must be able to prepare, organize, and maintain records related to contracts, subscriptions, purchase support, reimbursements, financial forms, and other assigned administrative functions.
• Must be able to identify missing documentation, overdue items, discrepancies, or incomplete records and report them through the proper chain of command for follow-up.
• Must be able to perform assigned finance and administrative support duties as directed by the Finance Manager, with specific duties subject to division of duties, workload, internal control practices, and agency needs.
• Must be able to coordinate with the Finance Manager regarding assignment, completion, tracking, and follow-up of finance, procurement, reimbursement, contract-tracking, and documentation tasks.
• Must be able to maintain accurate financial and administrative records in a manner that supports agency internal controls, documentation standards, and segregation of duties.
• Must be able to maintain confidentiality and secure handling of financial, personnel, contractual, and other sensitive agency information.
• Must be able to communicate clearly, concisely, and effectively with supervisors, coworkers, vendors, partner agencies, and other contacts regarding documentation, deadlines, and administrative support needs.
• Must be able to work collaboratively with the Finance Manager and other administrative personnel to support efficient finance, procurement, and documentation processes.
• Must be able to perform duties in accordance with agency policies, procurement-related procedures, records-management standards, and other applicable administrative requirements.
• Must be able to attend and participate in division meetings, staff meetings, and job-related training as required or permitted.
• Must be able to:
  • Read and interpret invoices, forms, logs, spreadsheets, and related administrative records
  • Perform continuous typing, scanning, filing, and data entry
  • Maintain visual focus across multiple screens, records, and files
  • Maintain sustained attention to detail and accuracy across multiple deadlines and routine processes.

Non-Essential/Marginal Functions

• Assist with special projects, audits, or administrative assignments as directed
• Participate in meetings and professional development activities as assigned
• Perform other related duties as assigned within the scope of the position

Supervisory Authority:

This position is a non-supervisory position.

Knowledge, Skills, and Abilities:

Knowledge of:

• Basic governmental finance, purchasing, accounts payable, accounts receivable, and administrative support procedures
• Records-management, filing, and documentation practices
• Confidentiality and secure handling of financial and sensitive agency information
• Office procedures, document-management systems, and administrative tracking practices
• Basic internal control and segregation-of-duties principles related to finance support work.

Skills and Abilities:

• Organizing, tracking, and maintaining detailed financial and administrative records
• Managing multiple deadlines with accuracy and minimal supervision
• Clear and concise oral and written communication
• Coordinating with multiple agencies, departments, vendors, or partners
• Adapting to procedural changes related to intergovernmental finance and administrative processes
• Proficiency with Microsoft Office and electronic document-management systems
• Identifying incomplete or inconsistent documentation and following up appropriately

Minimum Qualifications:

• High school diploma or equivalent (GED) is preferred
• Must have at least two (2) years of administrative support experience, preferably in finance, accounting, procurement, records, or government operations
• Equivalent combinations of education and experience may be considered
• Must successfully pass a national fingerprint-based criminal history record check in accordance with agency requirements and maintain eligibility as a condition of employment
• Must possess and maintain a valid New Mexico driver’s license
• Must be physically and mentally capable of performing the essential functions of the position, with or without reasonable accommodation

Pre-Employment Screening Requirements

As a condition of employment, the candidate must successfully complete and pass all required pre-employment evaluations, including:

• Any background, credential, or other screening applicable to the position under agency hiring standards
• A pre-employment drug screening in accordance with VRECC policy, if required by agency hiring standards

Failure to successfully complete any required pre-employment screening shall result in disqualification from the hiring process or withdrawal of a conditional offer of employment.

Certification and Training Requirements

As a condition of continued employment, the employee must successfully complete and maintain any required training applicable to the position, including agency-required instruction related to finance support, procurement documentation, records management, and administrative procedures.

Failure to obtain or maintain required training may result in disciplinary action, up to and including termination.

Work Requirements

• Must be physically and mentally capable of performing the essential functions of the position, with or without reasonable accommodation
• Must be able to work regular business hours and any adjusted schedule required to support administrative or financial operations

Physical Demands

• Frequent use of hands and fingers for typing, scanning, filing, and computer operation
• Ability to hear, speak, and process information continuously in office settings
• Ability to maintain visual focus across multiple screens, files, and records
• Ability to remain seated for extended periods
• Ability to stand, move between work areas, and handle files or office materials as needed
• Ability to lift up to fifteen (15) pounds occasionally

Work Environment

• Primarily an office and administrative support environment
• Frequent use of computers, scanners, filing systems, spreadsheets, and document-management systems
• Regular interaction with agency staff, finance personnel, vendors, and partner agencies
• Work requires handling of sensitive financial, contractual, and administrative information

ADA Statement

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position, provided such accommodations do not create an undue hardship or compromise agency operations, fiscal integrity, information security, or internal control practices.

Salary : $21,610 - $44,949