Administrative Clerk (Chaparral)

Administrative Clerk (Chaparral)

13 Jul 2020

Administrative Clerk (Chaparral)

The primary responsibilities and duties of the Administrative Clerk is to assure financial management protocols and procedures are followed at the Chaparral Family Development Center (hereafter, the Center). The Administrative Clerk works under the direct supervision of the Colonias Development Council (CDC) Accounting Department. The Administrative Clerk works between the Center and the CDC main office to assure continuity for the administrative of process and communication. The responsibilities are as follows:


Process all vendor invoices which may include, but not limited to the Prices Food, Sysco, Cortez Gas, El Paso Electric, etc., which include collecting invoices, overhead, and vendor invoices.

Review vendor invoices including obtaining necessary and required approvals.

Verify and track approvals for vendor purchases over $300 and attendant documentation.

Reconcile/match purchases made with actual payments disbursed to vendors

Verify outstanding purchases

Work with Accounting Department in CDC office to assure all documentation is complete

Reconcile Center credit cards receipts at the end of the month with recorded monthly logs.

Purchase Orders:

Monitor all purchase orders request for any equipment, supplies, etc., along with payment processing for such transactions

Submit purchase orders to vendors after receiving approvals from CDC Accounting Department

When deemed necessary, be able to do comparative shopping for all supplies and equipment, assuring financial management protocols of the organization are followed

Pro Care-Parent Co-Payments Administration:

Reconcile parents’ co-payments with CYFD parents’ contract, assigned by CYFD

Review and up-date parent/family contracts and keep abreast of any changes in status, income, or any other change required by CYFD

Report this information to Accounting Department

Prepare documentation for Accounting Department and readily accessible for auditors at end of fiscal year

Inventory and Center Operations:

Keep an up-to-date inventory of all Center equipment, software, access codes and passwords, etc.

Keep keys for Center building, office, equipment, etc.

Oversee all maintenance and upkeep of office equipment, including:

FAX/copy machine (toner, service calls)

Computer systems any other electronic devices (e.g., IPod, cameras, etc.)

Postal machine

Cars and vans (oil changes, service, and wash/detail)

Take incoming calls

Building (grounds, heating/cooling, and repairs of CDC buildings)

Coordinates outgoing mail, including courier services, postage meter account, and interoffice mail distribution.


Keep all original grant documents contracts, file monthly reimbursement request, review for accuracy and matching and file and copy with CDC Accounting Department

Track grant timelines and keep any attendant documentation readily available when renewals come up

Assist with grant writing preparation, if deemed necessary

Personnel Assistance:

Assure new employees’ personnel files in Accounting Department paper work are complete (I-9’s update, etc.)

Work with the Accounting Department to assure all relevant insurance information is current on all staff and make available to CDC Accounting Department

Track employee tenure for insurance purposes

Oversee cumulative medical and annual leave for Center employees

o Review requests for leave to assure availability

o Provide monthly reports on availability of medical and annual leave and submit to Executive Director


o Assure timesheets are submitted correctly and in a timely manner

o Assure Director has signed all approved timesheets and have ready for submission for payroll processing


Learn and understand the EPICS system in order to assist with monthly reimbursement request and any writing required reports to the state office (CYFD and CACFP programs) and to CDC Accounting Department

Food Program:

Review monthly reports to be submitted to CACFP program and reconcile requests with actual expenditures before they are submitted to CACFP state program

Assist with annual grant application effort for CACFP


Minimum High School Diploma or GED. Some college credits encouraged.

General knowledge of office administration, computer skills, excel, word document.

BilingualSpanish and English

Starting salary range $12.50 per hour, depending on experience

Status, Wages, and Possible Benefits:

This a non-exempt, hourly position with variable hours of 20 to 25 per week

Annual and Medical Leave accrual (beginning with 19-hour workweek schedule)

Most holidays paid (prorated)

Optional 403B Plan after one year of employment

CONTACT: Erika Contreras or Diana Bustamante: or

Resume and letter of interest to email above or at: 1050 Monte Vista, Las Cruces, NM 88001

Job Details

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