Admin Asst,Assc

Position Title: Admin Asst,Assc

Employee Classification: Admin Asst,Assc

College/Division: Cooperative Extension Service

Department: 313450-ADMIN AND PGM UNIT OTERO COUNTY

Internal or External Search: External - Open to all applicants

Location: NMSU satellite location

Offsite Location (if applicable): Otero County

Target Hourly/Salary Rate: 16.83

Appointment Full-time Equivalency: 1.0

Exempt or Non-Exempt: Non-Exempt

Summary: The Cooperative Extension office in Otero County invites you to apply for the position of Admin Asst. Assoc. The Cooperative Extension Service (CES) delivers practical, research-based knowledge and programs that improve New Mexicans’ quality of life.

Classification Summary:
Under direct supervision, performs a variety of administrative and staff support duties for a specified unit/department, which require a range of skills and a knowledge of organizational policies and procedures. Assists and directs visitors, and resolves administrative problems and inquiries; composes, edits, and proofreads correspondence and reports, and prepares a range of administrative documents.

Classification Standard Duties:
Establishes, maintains, processes, and updates files, records, certificates, and/or other documents. Performs basic, routine bookkeeping functions, which may involve simple billing and cash receipt activities. Performs a wide variety of typing assignments which are sometimes confidential in nature. Operates personal computer to enter data, draft, edit, revise, and print letters, tables, reports, and other materials. Arranges meetings and conferences, schedules interviews and appointments, and performs other duties related to maintaining one or more individual schedules. Makes travel and lodging arrangements, either directly or through travel agencies. Orders, stocks, and distributes office supplies. Performs a range of staff and/or operational support activities. May serve as a liaison with other departments on basic administrative and/or operational matters. Sorts, screens, and distributes incoming and outgoing mail. Drafts or prepares responses to routine inquiries; prepares photocopies and facsimiles, and operates a variety of office equipment. May instruct and oversee the activities of student employees performing the same type of work. Greets and directs visitors, as and when appropriate. Resolves routine administrative problems and answers inquiries concerning activities and operations of department/division; accepts, screens, and routes telephone calls; maintains log of inquiries as required. Performs miscellaneous job-related duties as assigned.

Required Education, Experience, Certification/License, Equivalency
Required Education:High School diploma or GED certificate.; Required Experience:One (1) 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.; SKILLS:Skill in records maintenance; skill in the use of operating basic office equipment; word processing and/or data entry skills; organizing and coordinating skills; receptionist skills.; ABILITIES:Ability to perform simple accounting procedures. Ability to communicate effectively, both orally and in writing. Ability to maintain calendars and schedule appointments. Ability to understand and follow specific instructions and procedures; ability to maintain confidentiality of records and information. Ability to create, compose, and edit written materials.

Job Duties and Responsibilities
*** POSITION IS LOCATED AT COUNTY EXTENSION OFFICE IN ALAMOGORDO, NM*** Answer phones, emails, and in-person customers who visit the office. Become familiar with the various programs and activities conducted within the office and be able to direct customers to the appropriate agent. Disseminate basic information about upcoming events as well as other avenues of information for customers. Communicate policy and procedures with Agents and other office staff. Assist 4-H volunteers and parents with registration, project materials, and 4-H policies and procedures. Sorts, screens, and distributes incoming mail. Maintains the county website and social media platforms. Resolves routine administrative problems and answers inquiries concerning activities and operations of departmental processes. Performs a range of staff and /or operational support activities. Prepares finance documentation for different types of payments for utilities, agent travel, program activities, and office equipment. Tracks county finance monthly for proper spending and reconciliation of departmental procurement card. Carry out administrative duties as necessary such as filing, typing, copying, binding, scanning, etc. Orders, stocks, and distributes office supplies. Establishes, maintains, processes, and updates files, records, and /or other office documents. Operates a personal computer to enter data, draft, edit, revise, and print letters. Draft or prepare responses to routine inquiries; prepare photocopies and or flyers for events. Arranges meetings and conferences, schedules interviews and appointments, and performs other duties related to maintaining one or more individuals’ schedules/calendars. Makes travel and lodging arrangements, either directly or through a travel agency. Assist staff members in preparation for programs. Maintains computer and manual filing systems. Maintains Civil Rights files and contact reporting. Maintains office hours while agents are in the field delivering programs.

Preferred Qualifications

Special Requirements of the Position

Department Contact: Kelly R. Knight, 575-437-0231, kelknigh@nmsu.edu

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.