Office Support Clerk (CYFD/JJS #25896)

New Mexico Department of Justice; Deming (NM); On-site; USD 32,000 - 52,000; Full time

Job summary

The New Mexico Children, Youth and Families Department (CYFD) seeks a detail-oriented secretary to provide a wide range of administrative support in an office setting across various clerical tasks.

Key duties include filing, archiving, travel vouchers, payroll processing, reception, and data entry using FACTS, SHARE, and MS Office. The ideal candidate shows integrity, reliability, and strong communication while multitasking in a busy environment.

Qualifications

• Integrity and honesty in handling confidential information.
• Ability to communicate clearly in writing and verbally.
• Strong multitasking and prioritization skills.

Responsibilities

• Provide a wide variety of secretarial duties and relieve supervisory staff of administrative detail.
• Handle filing, archiving, travel vouchers, purchase documents, payroll, scheduling, mail, phones, and greeting visitors.
• Perform FACTS data entry, manage case files, and assist with schedules and time sheets.

Skills

Verbal communication

Written communication

Multitasking

Prioritization

Tools

Microsoft Office

SHARE financial system

FACTS

Job description

For more Job Requirements & Classification Description:

At the New Mexico Children, Youth and Families Department (CYFD), every role is an opportunity to make a lasting difference in the lives or children, youth, and families across our state. We are committed to building a compassionate, skilled, and dedicated workforce that works collaboratively to ensure safety, promote well‑being, and strengthen families. At the New Mexico Children, Youth and Families Department (CYFD), every role is an opportunity to make a lasting difference in the lives of children, youth, and families across our state. We are committed to building a compassionate, skilled, and dedicated workforce that works collaboratively to ensure safety, promote well‑being, and strengthen families. Whether you are in the field supporting families face‑to‑face, working behind the scenes to improve systems, or helping to shape the agency from a leadership level, your work here has purpose and long‑lasting impact. Join a team that values integrity, resilience, and service and be part of meaningful change for New Mexico's future.

*APPLICATIONS SUBMITTED WITHOUT WORK EXPERIENCE OR A RESUME WILL NOT BE CONSIDERED. IF ATTACHING A RESUME, RESUME MUST INCLUDE DATES OF EMPLOYMENT FOR EACH JOB (MONTH & YEAR) AND DETAILS OF WORK EXPERIENCE/JOB DUTIES*

THIS JOB POSTING WILL BE USED FOR ONGOING RECRUITMENT AND MAY CLOSE AT ANY TIME. APPLICANT LISTS MAY BE SCREENED MORE THAN ONCE.

Why does the job exist?

This position provides a wide variety of secretarial duties and relieves supervisory staff of administrative detail to include filing, archiving, preparation of travel vouchers, purchase documents, payroll, scheduling, processing, incoming and outgoing mail, answering phones and greeting visitors.

How does it get done?

Office assignments include FACTS data entry, including creating or maintaining existing informal/formal case files and assigning cases to JPOs. Contacting law enforcement agencies in regard to juvenile reports or missing paperwork. Maintain JJS client files and prepare sealing/destruction of JJS client files according to records management guidelines. Manage front reception area by answering telephone calls and greeting incoming visitors and directing them to appropriate departments and workers. Maintain office supplies and equipment by ordering or scheduling service on office equipment. Prepare and submit occasional travel reimbursements, monthly office bills, and occasional office supply orders. Assist Chief JPO and JPO supervisors in staff schedules and time sheet approvals.

Who are the customers?

This job services clients and their families and provide clerical support to the Juvenile Probation Officers/Supervisors/Chief.

Ideal Candidate

The ideal candidate will have a high degree of integrity, be responsible and honest and self motivated. Incumbents must be able to communicate verbally and in writing in a clear, concise and thorough manner. Strengths in multitasking and prioritizing work are also ideal. Experience with Microsoft Office, the SHARE financial system, and FACTS are also a benefit.

• Experience with Microsoft Office, the SHARE financial system, and FACTS are also a benefit.

No prior experience or training required.

Employment Requirements

Must possess and maintain a valid Driver's License. Pre-employment background investigation is required and is conditional pending results.

Working Conditions

Work is performed in an office setting with exposure to Visual/Video Display Terminal (VDT) and extensive personal computer and phone usage. Some sitting, standing, bending, and reaching may be required. Direct client interaction and some travel may be required.

Supplemental Information

Bargaining Unit Position

This position is covered by a collective bargaining agreement and all terms/conditions of that agreement apply and must be adhered to.