Position Title: Admin Asst, Inter
Employee Classification: Admin Asst,Inter
College/Division: Cooperative Extension Service
Department: 313000-SW DISTRICT SUPERISORY UNIT
Internal or External Search: External - Open to all applicants
Location: Las Cruces
Offsite Location (if applicable):
Target Hourly/Salary Rate: 17.85
Appointment Full-time Equivalency: 1.0
Exempt or Non-Exempt: Non-Exempt
Summary: The New Mexico Cooperative Extension Service (CES) delivers practical, research-based knowledge and programs that improve New Mexicans’ quality of life. A part of NMSU’s College of Agricultural, Consumer and Environmental Sciences, CES is a unique federal, state, and county partnership. CES has staff in all 33 counties and many Tribal areas in New Mexico, and collaborates with more than 1,000 organizations, state and federal agencies, other universities, and 10,000 volunteers.
The Southwest District includes 9 counties; Catron, Socorro, Lincoln, Grant, Sierra, Otero, Dona Ana, Luna and Hidalgo.
Classification Summary:
Under direct supervision, provides administrative support to an Academic Department Head/Director or equivalent level supporting a department or group of professionals. Compiles and analyzes basic information for inclusion in reports or presentation materials, prepares charts, graphs, or tables. Receives and responds to routine correspondence following established procedures not requiring management review. Requires the ability to exercise independent judgment and employ basic reasoning skills.
Classification Standard Duties:
Provides administrative/secretarial support such as answering telephones, assisting visitors, and resolving and/or referring a range of administrative problems and inquiries; Schedules and coordinates meetings, events, interviews, and appointments, for supervisors, which may include coordinating travel and lodging arrangements; Leads and trains lower graded staff and/or student employees, as required; Coordinates and performs a range of staff and/or operational support activities for the unit; serves as a liaison with other departments and operating units in the resolution of day-to-day administrative and operational problems; Operates personal computer to compose and edit correspondence and/or memoranda from dictation, verbal direction, or from knowledge of established department/division policies; may prepare, transcribe, compose, type, edit, and distribute agendas and/or minutes of meetings; Prepares or assists with the preparation of scheduled and/or ad hoc statistical and narrative reports; performs basic information gathering and analysis and/or forecasting, as specifically directed; Requisitions supplies, printing, maintenance, and other services; Assists unit management and staff in problem solving, project planning, and development and execution of stated goals and objectives; Posts, balances, monitors, and reconciles internal department/division monthly ledgers, budgets, and financial reporting system reports; may prepare drafts of budget planning documents; may serve as department/division bookholder and/or paymaster; may manage petty cash disbursements and reconciliations; Establishes, maintains, and updates files, databases, records, and/or other documents; develops and maintains data, and performs routine analyses and calculations in the processing of data for recurring internal reports; Sorts, screens, reviews, and distributes incoming and outgoing mail; composes, prepares, or ensures timely responses to routine written inquiries.
Required Education, Experience, Certification/License, Equivalency
Required Education:High School diploma or GED certificate.; Required Experience:Three (3) years of experience related to the standard duties as outlined.; Equivalency:Completion of a post-secondary degree or certificate may substitute for years of experience.; Required Certification/License:
Knowledge, Skills and Abilities
KNOWLEDGE:Knowledge of administrative and clerical procedures, Knowledge of supplies, equipment, and/or services ordering and inventory control; Knowledge of general accounting principles.; SKILLS:Records maintenance skills; Database management skills; Word processing and/or data entry skills; Organizing and coordinating skills; Receptionist skills.; ABILITIES:Ability to gather data, compile information, and prepare reports; Ability to communicate effectively, both orally and in writing; Ability to gather and analyze statistical data and generate reports; Ability to maintain calendars and schedule appointments; Ability to analyze and solve problems; Ability to lead and train staff and/or students; Ability to make administrative/procedural decisions and judgments; Ability to create, compose, and edit written materials; Ability to record and transcribe meeting minutes.
Job Duties and Responsibilities
Assist in providing leadership to administrative staff in the Southwest District consisting of nine county offices by answering questions and solving issues. Provides training for new administrative staff which requires travel to the county office and assist in coordinating continuing education for all administrative staff and County Directors. Provides budget reconciliation and management to the nine county offices as well as maintains budget for SW District office, SW Border Food Protection and Emergency Management Center, and NM Ranch Camp program. Additionally, budget management of new grants or contracts that are obtained. Assist in reconciliation of Procurement Credit cards for the SW District.
Preferred Qualifications
Special Requirements of the Position
**If you are using the completion of a post-secondary degree or certification to substitute for years of experience, please attach your transcript/certification to the application.**
Department Contact: Tom Dean, tdean@nmsu.edu, (575) 6462584
Contingent Upon Funding: Not Applicable
Bargaining Unit Eligibility: This is a bargaining unit position with American Federation of State, County & Municipal Employees (AFSCME).
Standard Work Schedule: Standard (M-F, 8-5)
If Not a Standard Work Schedule:
Working Conditions and Physical Effort
Environment: Work is normally performed in a typical interior/office work environment.
Physical Effort: No or very limited physical effort required.
Lifting Requirements: Requires handling of average-weight objects up to 10 pounds or some standing or walking.
Risk: No or very limited exposure to physical risk.