Job Description

The Town of Taos is seeking qualified applicants for the following

full-time

position which includes an excellent benefit package; 100% major medical premium paid for employee with a choice of State of New Mexico Blue Cross Blue Shield, HMO & PPO, Presbyterian, State of New Mexico Public Employee Retirement Association (PERA) Retirement, personal leave and holiday pay, employee development and training programs and much more!

VA#25-26-28

Job Title: Facilities Administrative Coordinator


Facilities & Events Department


FLSA Classification: Non-Exempt


Hourly: $19.45


Opening Date: December 17, 2025


Closing Date: Open Until Filled

GENERAL PURPOSE

Performs a variety of routine administrative, bookkeeping and complex clerical duties related to coordinating various convention events, services and operations.

SUPERVISION RECEIVED

Works under general supervision of the Facilities, Events and Emergency Management Director.

SUPERVISION EXERCISED

May provide immediate to close supervision of any additional clerical staff while in training or on a project-by-project basis, as assigned by the Facilities Services Director.

ESSENTIAL FUNCTIONS

Functions as a team player with all members of the Facilities Services Department to support meetings, conferences, social events, and deliver visitor services; assists the Director in preparing agenda items and consolidated monthly reports for Town Council meetings and Management Team briefings with the Town Council; performs as the scheduling contact for the Convention Center and facilities; develops working relationships with meeting planners and event coordinators; assists groups and organizations with the logistical planning of on-site and off-site special events and programs, coaches group organizers in the process of setting up and conducting special events, including space requirements, audio/visual equipment, concessions; food and beverage; may attend organized events to assure effective and efficient operations and may provide logistical support as required.


Reviews with departmental staff resources needed to accommodate the needs of the customers.


Performs a full range of clerical/administrative duties; acts as a receptionist; answers phones and relays messages; composes and prepares contracts, documents, letters, reports, memos or other general correspondence; monitors lease agreements for the Department, along with all Town buildings and grounds lease agreements; maintains program, record and activity files (paper and electronic); prepares information packets for distribution to conference attendees as required; coordinates self-guided tours and provides maps and related details as required.


Performs general bookkeeping for departmental accounts; utilizes check and balance system to verify accuracy of account totals and available financial resources; prepares daily purchase requisitions and vouchers; monitors use of department credit cards and reconciles monthly statements with receipts; may assist in the preparation of product or equipment bid specifications; monitors accounts payable and receivables accounts (i.e., utility accounts, reimbursements, cleaning and damage deposits, refunds and invoicing for the department) to assure timely payment; prepares and tracks down invoices; assures payables and receivables are posted to the proper accounts; accepts and receipts payments and deposits; establishes billing and receivables accounts; assures the timely distribution of billing statements; completes budget development as assigned; maintains budget status for various accounts, i.e. operating, capital improvement projects, donations and grants; maintains revenue sheets; posts budget adjustments as required; monitors budget status and prepares departmental budget reports; insures preparation and submittal of Gross Receipts Tax (GRT) report to Finance Department; prepares advance travel arrangements and vouchers for the department. Also acts as a collection agent for department accounts; initiates collection activities on delinquent accounts; prepares invoices for all accounts of the department; works with the Grants Administrator in monitoring grants for the department; receipts monies for department leases and commission checks; prepares daily deposits for convention division ensuring that all monies are posted to the correct accounts; makes revenue deposits to Finance Department.


Monitors and updates Convention Center scheduling system and website calendar daily to assure timely and easy access by the public, employees and customers.


Assists in the development of annual operating budget; purchases equipment and materials as needed to support the needs of customers; secures quotes and bids to support recommendations and funding proposals.


Assures easy access to program and event histories and documentation, contact lists, vendor lists, client files, etc.; operates personal computer software applications, i.e., Microsoft Office (Excel, Word, PowerPoint, Access), Quick Books, etc. as needed to establish data bases, communication, documents and budgets.


Responsible for maintenance and upkeep of office and all office equipment located in Coronado Hall.


Assists other departments as needed. Performs other duties as required.

MINIMUM QUALIFICATIONS

Education and Experience:

Graduation from High School or G.E.D. equivalent, and Associates Degree

AND

Four (4) years in the convention or hospitality industry or as a service provider to the hospitality industry.

OR

An equivalent combination of education and experience.

Knowledge, Skills, and Abilities:

Considerable knowledge

of bookkeeping and basic accounting, personal computing and various software program applications such as Microsoft Office Suite, Quick Books, etc.; telephone etiquette; grammar, spelling, and punctuation and of modern filing systems related to alphabetical and numeric paper and electronic files. Working knowledge of purposes, principles and practices of municipal government, public relations concepts and practices; interpersonal communication theory and methods; principles of salesmanship; hospitality industry practices; general budgeting; working knowledge of food and catering industry. Some Knowledge of administrative procedures and legal processes associated with the maintenance of public records and documents; convention center booking software.

Skill in the use

of office equipment, i.e., personal computer, phone, fax, adding machine, copy machine, scanner, digital camera; math skills; English and grammar skills: some skill in diplomacy and cooperative problem solving.

Ability to

draft reports, documents and agreements; analyze financial data, communicate effectively verbally and in writing; establish and maintain effective working relationships with professionals, executives (public and private) department heads, co-workers and the public; work independently and deal effectively with stress caused by workload and deadlines; detailed, disciplined, energetic, responsive, proactive self-starter who is able to exercise initiative and independent judgment and acts resourcefully under varying conditions; use radios and pagers and operate van or automobile.

Special Qualifications:

Bilingual skills preferred. Must possess a valid State of New Mexico driver's license.

Work Environment:

Incumbent of the position generally performs in a typical office setting with appropriate climate controls. Tasks require variety of physical activities, which do not generally involve muscular strain, such as walking, standing, stooping, sitting, reaching and lifting. Must occasionally move up to 25 pounds. Regular talking, hearing and seeing required in the normal course of performing the job. Common eye, hand and finger dexterity required to perform some essential functions. Mental application utilizes memory for details, listening, patience, verbal instructions, emotional stability, discriminating thinking and creative problem solving. Some local travel required in the normal course of job performance.

APPLICATION STANDARDS AND REQUIREMENTS

- If you feel you meet the minimum qualifications for the position and you have the necessary drive and ambition to be part of the Facilities & Events Department for the Town of Taos, please submit a complete Town of Taos employment application to: Town of Taos Human Resources Department, 400 Camino de la Placita, Taos, NM 87571 or via e-mail: employment@taosnm.gov. Your application must be complete, clear, and include the correct job title and announcement number. Applications and any attachments become the official property of the Town of Taos and cannot be returned or reused after being submitted. Applications will be accepted until 5:00 P.M. on the closing date listed above.


Drug Free Workplace


EEO/ADA Compliance



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Job Details

Job ID

VA#25-26-28

Category

Full-Time

Status

Open

Posted

December 17, 2025 8:00 AM

Closing

Open Until Filled