Administrative Assistant II

New Mexico State University•Las Cruces, NM

1d•$17•Onsite

About The Position

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.

Requirements

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

Responsibilities

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.