Admin Asst, Assc

Position Title: Admin Asst, Assc

Employee Classification: Admin Asst,Assc

College/Division: President's Office

Department: 540210-MARKETING AND COMMUNICATIONS

Internal or External Search: External - Open to all applicants

Location: Las Cruces

Offsite Location (if applicable):

Target Hourly/Salary Rate: 16.61

Appointment Full-time Equivalency: 1.0

Exempt or Non-Exempt: Non-Exempt

Summary: The Marketing and Communications Office at New Mexico State University is looking for an associate administrative assistant to support our organization. This role serves as our primary receptionist to greet and direct visitors and callers. They also serve as the building monitor for our unit and other departments housed in the building by submitting work orders for access, maintenance and repairs as needed, as well as maintaining and providing access to emergency plans and procedures for the building. Other duties include establishing, maintaining, processing, and updating files, records, and/or other documents, resolving routine administrative problems and answering inquiries concerning activities and operations of department. Tasks include ordering, stocking and distributing office supplies for the department and creating requisitions, reviewing invoicing and ensuring budget reconciliation. Responsibilities may also include instructing and overseeing the activities of student employees and performing miscellaneous other job-related duties as assigned.

Classification Summary:
Under direct supervision, performs a variety of administrative and staff support duties for a specified unit/department, which require a range of skills and a knowledge of organizational policies and procedures. Assists and directs visitors, and resolves administrative problems and inquiries; composes, edits, and proofreads correspondence and reports, and prepares a range of administrative documents.

Classification Standard Duties:
Establishes, maintains, processes, and updates files, records, certificates, and/or other documents. Performs basic, routine bookkeeping functions, which may involve simple billing and cash receipt activities. Performs a wide variety of typing assignments which are sometimes confidential in nature. Operates personal computer to enter data, draft, edit, revise, and print letters, tables, reports, and other materials. Arranges meetings and conferences, schedules interviews and appointments, and performs other duties related to maintaining one or more individual schedules. Makes travel and lodging arrangements, either directly or through travel agencies. Orders, stocks, and distributes office supplies. Performs a range of staff and/or operational support activities. May serve as a liaison with other departments on basic administrative and/or operational matters. Sorts, screens, and distributes incoming and outgoing mail. Drafts or prepares responses to routine inquiries; prepares photocopies and facsimiles, and operates a variety of office equipment. May instruct and oversee the activities of student employees performing the same type of work. Greets and directs visitors, as and when appropriate. Resolves routine administrative problems and answers inquiries concerning activities and operations of department/division; accepts, screens, and routes telephone calls; maintains log of inquiries as required. Performs miscellaneous job-related duties as assigned.

Required Education, Experience, Certification/License, Equivalency
Required Education:High School diploma or GED certificate.; Required Experience:One (1) years of experience related to the standard duties as outlined.; Equivalency:Completion of a post-secondary degree or certificate may substitute for years of experience.; Required Certification/License:

Knowledge, Skills and Abilities
KNOWLEDGE:Knowledge of administrative and clerical procedures. Knowledge of supplies, equipment, and/or services ordering and inventory control.; SKILLS:Skill in records maintenance; skill in the use of operating basic office equipment; word processing and/or data entry skills; organizing and coordinating skills; receptionist skills.; ABILITIES:Ability to perform simple accounting procedures. Ability to communicate effectively, both orally and in writing. Ability to maintain calendars and schedule appointments. Ability to understand and follow specific instructions and procedures; ability to maintain confidentiality of records and information. Ability to create, compose, and edit written materials.

Job Duties and Responsibilities
The Marketing and Communications Office at New Mexico State University is looking for an associate administrative assistant to support our organization. This role serves as our primary receptionist to greet and direct visitors and callers. They also serve as the building monitor for our unit and other departments housed in the building by submitting work orders for access, maintenance and repairs as needed, as well as maintaining and providing access to emergency plans and procedures for the building. Other duties include establishing, maintaining, processing, and updating files, records, and/or other documents, resolving routine administrative problems and answering inquiries concerning activities and operations of department. Tasks include ordering, stocking and distributing office supplies for the department and creating requisitions, reviewing invoicing and ensuring budget reconciliation. Responsibilities may also include instructing and overseeing the activities of student employees and performing miscellaneous other job-related duties as assigned.

Preferred Qualifications

Special Requirements of the Position

Department Contact: Yvette Reyes, 575-646-1607, Yvette13@nmsu.edu

Contingent Upon Funding: Contingent upon funding

Bargaining Unit Eligibility: This is a bargaining unit position with American Federation of State, County & Municipal Employees (AFSCME).

Standard Work Schedule: Standard (M-F, 8-5)

If Not a Standard Work Schedule:

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.