What are the responsibilities and job description for the Executive Assistant / Business Operations Specialist III (PED #10106478) position at State of New Mexico?
Posting Details
THIS POSTING WILL BE USED FOR ONGOING RECRUITMENT AND MAY CLOSE AT ANY TIME. APPLICANT LISTS MAY BE SCREENED MORE THAN ONCE.
All positions at the NM Public Education Department are based in Santa Fe, however some may operate through our Albuquerque office based on home address and space availability.
MISSION: EQUITY, EXCELLENCE AND RELEVANCE - The New Mexico Public Education Department partners with educators, communities, and families to ensure that ALL students are healthy, secure in their identity, and holistically prepared for college, career, and life.
VISION: ROOTED IN OUR STRENGTHS - Students in New Mexico are engaged in a culturally and linguistically responsive educational system that meets the social, emotional, and academic needs of ALL students.
Why does the job exist?
The position exists to provide high level administrative and fiscal support to the Deputy Cabinet Secretary of Teaching, Learning, and Assessment. The person in this role is responsible for all administrative support for the Deputy Cabinet Secretary. This support would include but not be limited to: proof - reading all communication prior to distribution, calendar management, drafting correspondence, taking meeting minutes, responding to calls and emails on behalf of the Deputy Cabinet Secretary, and working closely with the Governor's Office and Legislators.
Additionally, the person in this role is responsible for the management of all contracts, budgets, and invoicing for the Deputy Cabinet Secretary including obtaining quotes from possible vendors, assisting in negotiation, writing and routing all contracts as well as timely reimbursement all invoices and tracking of budgets to ensure monies are spent as allocated. The person in this role interacts on a daily basis with the Executive Leadership, Division Directors, Bureau Directors, division staff, district superintendents, charter school leaders, the Governor's Office, and Legislative staff.
How does it get done?
Internal leadership for the state agency as well as a variety of external stakeholders.
Ideal Candidate
Internal leadership for the state agency as well as a variety of external stakeholders.
Minimum Qualification
Associate degree in Business Administration, Public Administration, or Accounting and two (2) years of directly related job experience in the areas of office administration, budgeting, purchasing, finance, accounting, auditing, cash management, and/or contract management. Any combination of education from an accredited college or university in a related field and/or direct experience in this occupation totaling four (4) years may substitute for the required education and experience.
Employment Requirements
Must possess and maintain a valid New Mexico's Driver's License.
Working Conditions
Work is performed in an office setting with exposure to Visual/Video Display Terminal (VDT) and extensive personal computer and phone usage. Some sitting, standing, bending and reaching may be required.
Supplemental Information
Do you know what Total Compensation is? Click here
Agency Contact Information: Deputy Secretary Amanda DeBell. Email
For information on Statutory Requirements for this position, click the Classification Description link on the job advertisement.
Bargaining Unit Position
This position is covered by a collective bargaining agreement and all terms/conditions of that agreement apply and must be adhered to.
THIS POSTING WILL BE USED FOR ONGOING RECRUITMENT AND MAY CLOSE AT ANY TIME. APPLICANT LISTS MAY BE SCREENED MORE THAN ONCE.
All positions at the NM Public Education Department are based in Santa Fe, however some may operate through our Albuquerque office based on home address and space availability.
MISSION: EQUITY, EXCELLENCE AND RELEVANCE - The New Mexico Public Education Department partners with educators, communities, and families to ensure that ALL students are healthy, secure in their identity, and holistically prepared for college, career, and life.
VISION: ROOTED IN OUR STRENGTHS - Students in New Mexico are engaged in a culturally and linguistically responsive educational system that meets the social, emotional, and academic needs of ALL students.
Why does the job exist?
The position exists to provide high level administrative and fiscal support to the Deputy Cabinet Secretary of Teaching, Learning, and Assessment. The person in this role is responsible for all administrative support for the Deputy Cabinet Secretary. This support would include but not be limited to: proof - reading all communication prior to distribution, calendar management, drafting correspondence, taking meeting minutes, responding to calls and emails on behalf of the Deputy Cabinet Secretary, and working closely with the Governor's Office and Legislators.
Additionally, the person in this role is responsible for the management of all contracts, budgets, and invoicing for the Deputy Cabinet Secretary including obtaining quotes from possible vendors, assisting in negotiation, writing and routing all contracts as well as timely reimbursement all invoices and tracking of budgets to ensure monies are spent as allocated. The person in this role interacts on a daily basis with the Executive Leadership, Division Directors, Bureau Directors, division staff, district superintendents, charter school leaders, the Governor's Office, and Legislative staff.
How does it get done?
- Administrative support to including but not limited to managing calendars, responding to correspondence (electronic, written, and phone), answering phone calls, creating travel requests, creating
- Fiscal support including but not limited to budget reviews, contract review/routing, creating requisitions, and payment packets.
- Creating supportive structures for team collaboration including establishing track records, systems for ongoing notes, project management, and ensuring communications across the directorate.
Internal leadership for the state agency as well as a variety of external stakeholders.
Ideal Candidate
Internal leadership for the state agency as well as a variety of external stakeholders.
Minimum Qualification
Associate degree in Business Administration, Public Administration, or Accounting and two (2) years of directly related job experience in the areas of office administration, budgeting, purchasing, finance, accounting, auditing, cash management, and/or contract management. Any combination of education from an accredited college or university in a related field and/or direct experience in this occupation totaling four (4) years may substitute for the required education and experience.
Employment Requirements
Must possess and maintain a valid New Mexico's Driver's License.
Working Conditions
Work is performed in an office setting with exposure to Visual/Video Display Terminal (VDT) and extensive personal computer and phone usage. Some sitting, standing, bending and reaching may be required.
Supplemental Information
Do you know what Total Compensation is? Click here
Agency Contact Information: Deputy Secretary Amanda DeBell. Email
For information on Statutory Requirements for this position, click the Classification Description link on the job advertisement.
Bargaining Unit Position
This position is covered by a collective bargaining agreement and all terms/conditions of that agreement apply and must be adhered to.
