Administrative Assistant Associate

NMSU; Santa Fe, Northern (NM, KY); Hybrid; USD 19,000 - 27,000; Full time

Job summary

New Mexico State University’s Cooperative Extension Service in Santa Fe seeks an Administrative Assistant Associate to support the County Director and office staff. Responsibilities include phones, emails, scheduling, purchasing, and maintaining records and certifications under general supervision.

The role emphasizes accuracy, customer service, and knowledge of 4-H policies and office processes. This is a full-time, non-exempt position with a daytime schedule.

Qualifications

• High School diploma with 1 year of relevant experience, or higher degree.
• Experience with office operations, scheduling, and customer service.
• Ability to manage multiple tasks and communicate clearly.

Responsibilities

• Answer phones and emails; direct clients to the appropriate agent.
• Maintain files, calendars, and meeting arrangements.
• Assist with purchasing, finance documentation, and procurement tracking.

Skills

Administrative support

Customer service

Scheduling

Data entry

Education

High School diploma + 1 years of relevant experience, or higher degree

Tools

Microsoft Office

Email management

Job description

Department Contact:Michelle Stizza, 505-471-4711, [e-mail]

Internal or External Search:External - Open to all applicants

Advertising Summary:The New Mexico State University's Cooperative Extension Service is seeking a dependable and organized Administrative Assistant II to provide administrative and operational support for the Administrative and Program Unit in Santa Fe. This position will assist with day-to-day office operations, purchasing, financial and personnel processes, recordkeeping, correspondence, scheduling, and customer service.

Position Details

PositionTitle: Administrative Assistant Associate

College/Division: Cooperative Extension Service

Department: 312500-ADMIN PRGM SANTA FE CTY

Location: NMSU satellite location

Offsite Location (if applicable): Santa Fe, NM

Target Hourly/Salary Rate: $16.83

Appointment Full-time Equivalency: 1.0

FLSA Status:Non-Exempt

Bargaining Unit Announcement: This is a bargaining unit position with American Federation of State, County & Municipal Employees (AFSCME).

Contingent Upon Funding:Not Applicable

Standard Work Schedule:Shift: Other Shift

If Not a Standard Work Schedule:8:00am-4:30pm

Job Duties and Responsibilities: Under direct supervision, performs a variety of administrative, finance, and staff support duties for the County Director, County Agents, and other office staff, which require a range of skills and a knowledge of the Extension Offices finances, Agents programs and 4-H policies and procedures. Answer phones, emails and in person customers that visit the office. Become familiar with the various programs and activities conducted within the office and be able to direct customer/clientele to the appropriate agent. Disseminates basics about upcoming events as well as other avenues of information for clientele/ customers. Communicate policy and procedures with Agents and other office staff. Assist 4-Her’s, volunteers, and parents with registration, project material and 4-H policies and procedures. Tracks and manages 4-H enrollments. Sorts, screens, and distributes incoming mail. Maintains county website and social media platforms. Resolved routine administrative problems and answers inquires concerning activities and operations of departmental processes. Preforms 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, coping, binding, scanning etc. Orders, stocks, and distributes office supplies. Establishes, maintains, processes and updates files, records and /or other office documents. Operates personal computer to enter data, draft, edit, revise, and print letters. Tables report and other materials. Drafts or prepares responses to routine inquiries; prepares photocopies and or flyers for events. Operates a variety of office equipment. Arranges meetings and conferences, schedules interviews and appointments and performs other duties related to maintaining one or more individuals’ schedules/ calendar. 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.

Qualifications

Required Education and Experience:
High School diploma + 1 years of relevant experience, or higher degree.

Equivalent Qualifications:

Preferred Qualifications:

Special Certification/Licensure:

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.