Business Services Admin Coordinator

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Salary

$17.80 - $28.48 Hourly

$37,029 - $59,246 Annually

This position is a Pay Band 55

Posting Details

This posting will be used for ongoing recruitment and may close at anytime. Applicant lists may be screened more than once.

Why does the job exist?

This position serves as the agency's administrative coordinator, responsible for the support of record management for Business Services. This position will assist the finance department as need, with asset tagging, leased equipment management, and fleet management. Fleet management will include the oversight and maintenance of all state vehicles issued to the Secretary of State. This position supports those day-to-day operations of Business Services and will support the Elections Bureau during Election time as needed. This position is also responsible for daily mail pick up and drop off outgoing mail to the Post Office.

How does it get done?

Responsible to maintain records for Business Services and coordinate with the Office Records Liaison for archiving. Assists with researching and providing records in response to Inspection of Public Records (IPRA) requests. Responsible for maintaining state vehicles, reporting mileage logs, scheduling short term motor pool vehicles, to ensure all employees are properly maintaining the logs in accordance with State policies and procedures. Responsible for monitoring and working with vendors for cell phones agreements, and service agreements for leased equipment. Responsible to transport daily mail to and from the post office, and transport daily deposit to bank. Responsible to route contracts and other agreements, HR files, correspondence, financial and HR documents to and from state agencies and DFA. In coordination with department managers and the agency's asset manager, assists each department with the tracking and tagging of assets. Provides backup as needed for reception area in the form of phone coverage for lunches and breaks if receptionist is out. May be tasked with processing and work ordering as needed for the division.

Who are the customers?

Constituents of the State of New Mexico, Secretary of State Leadership, (to include the Secretary of State, Deputy Secretary of State) Secretary of State Employees, and other State agencies, to include State Records and Archives, the Governor¿s Office, Department of Finance (DFA), and General Services Division (GSD). Customers also include outside Vendors who do business with the Secretary of State.

Ideal Candidate

This position requires excellent customer services skills, an individual who can multitask and has great time management skills, as well as prioritize their tasks and deadlines.

Minimum Qualification

High School diploma or Equivalent and two (2) years of experience in basic accounting, and/or business/office administration. Substitutions apply. See Substitution Table below.

Substitution Table

These combinations of education and experience qualify you for the position:

• Education and years of experience must be related to the purpose of the position.

• If Minimum Qualification requires a specific number of "semester hours" in a field (e.g. 6 semester hours in Accounting), applicants MUST have those semester hours in order to meet the minimum qualifications. No substitutions apply for semester hours.

Employment Requirements

Must posses a valid drivers license and obtain a defensive driving certificate.

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. Voluntarily carry Department issued cell phone for official use without compensation. Subject to recall during disasters and other emergencies. Work on weekends, holidays and shift work may be required during emergency and/or disaster situations.

Supplemental Information

Benefits:

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Agency Contact Information: Cristina ChavezApply for Job