Administrative Assistant Associate

New Mexico State University•Las Cruces, NM

10d•Onsite

About The Position

The Cibola Cooperative Extension office invites applications for their Admin Assistant position. This office provides the people of New Mexico with practical, research-based knowledge and programs to improve their quality of life. The selected candidate will work fully in person in Cibola County, offering an excellent opportunity for direct collaboration and engagement.

Requirements

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

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 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 personal computer to enter data, draft, edit, revise, and print letters, tables, reports 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/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.