Administrative Assistant II

New Mexico State University • Las Cruces, NM

4d • 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 Taos. This position will assist with day-to-day office operations, purchasing, financial and personnel processes, recordkeeping, correspondence, scheduling, and customer service. 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.

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 inquiries 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED