Administrative Assistant Associate

Department Contact: Chase Elkins, 505-287-9266, chelkins@nmsu.edu

Internal or External Search: External – Open to all applicants

Advertising Summary: Cibola
Cooperative Extension office invites you to apply for their Admin Assistant position. Cibola Extension 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.

Position
Details

Position Title: Administrative Assistant Associate

College/Division: Cooperative Extension Service

Department: 311900-ADMIN PRGM CIBOLA CTY

Location: NMSU satellite location

Offsite Location (if applicable): Cibola County, 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: Standard (M-F, 8-5)

If Not a Standard Work Schedule:

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.

Tagged as: Employment