Senior Administrative Assistant (ALTSD #37715)

Onsite$42,765 - $64,168/yrPosted 1 week agoOther

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Apply to Senior Administrative Assistant (ALTSD #37715) at New Mexico Aging and Long-Term Services Department

Job details

Location: Albuquerque or New Mexico
Work type: Onsite
Compensation: $42,765 - $64,168/yr
Clearance: Other
Posted: 1 week ago
Apply on: careers.share.nm.gov

About this role

Salary

$20.56 - $30.85 Hourly

$42,773 - $64,160 Annually

This position is a Pay Band C4

Posting Details

The New Mexico Aging and Long-Term Services Department's (ALTSD) overarching goal and mission is that New Mexico's older adults, adults with disabilities, and caregivers have the right to remain active participants in their communities, to age with respect and dignity, to be protected from abuse, neglect, and exploitation and to have equal access to health care and social supports.

The Senior Administrative assistant will provide support to ALTSD's divisions including Office of the Secretary, Office of Indian Elder Affairs, Adult Protective Services, Administrative Services, the Aging Network, Consumer and Elder Rights, and Long-Term Care

Interviews are expected to be conducted within two weeks of closing date.

*APPLICATIONS SUBMITTED WITHOUT WORK EXPERIENCE OR A RESUME WILL NOT BE CONSIDERED. IF ATTACHING A RESUME, RESUME MUST INCLUDE DATES OF EMPLOYMENT FOR EACH JOB (MONTH & YEAR) AND DETAILS OF WORK EXPERIENCE/JOB DUTIES*
PLEASE ATTACH YOUR OFFICIALTRANSCRIPTS TO VALIDATE YOUR DEGREE

ALTSD is an equal opportunity employer. If an applicant selected for an interview needs reasonable accommodation to participate in the interview process, please inform the agency contact listed in the job posting.

Why does the job exist?

The Senior Administrative Assistant provides high-level administrative, clerical, and operational support to Aging and Long Term Services (ALTSD) regional offices, ensuring the efficient delivery of services that protect vulnerable adults across New Mexico. This position manages office operations, correspondence, records, and financial transactions with accuracy and timeliness while maintaining compliance with state and departmental policies. Responsibilities include processing travel reimbursements and invoices, coordinating fleet and supply management, maintaining policy and procedure manuals, and supporting records retention requirements. The Senior Administrative Assistant also serves as the primary point of contact for Division Directors, Deputy Directors, staff, contractors, and the public by providing professional administrative services, responding to inquiries, and routing information appropriately. In addition, the role supports management by preparing reports, assisting with case file documentation, coordinating schedules and meetings, and providing training and guidance to staff as needed. Through proactive communication, attention to detail, and strong organizational skills, this position ensures the smooth operation of ALTSD administrative functions and contributes directly to the mission of safeguarding adults from abuse, neglect, and exploitation. The Senior Administrative Assistant will assist all Directors and Deputy Directors with any additional tasks to support the business operations. This position will also serve as an administrative financial liaison with various duties such as preparing, reviewing invoices and reimbursement requests, gathering quotes, preparing purchase requests, and gathering information to relay to the appropriate divisions throughout ALTSD.

How does it get done?

Clerical functions- 65%
Provides high level support functions, conducts research, prepares reports, handles information requests and prepares correspondence, receives visitors, arranges conference calls and schedules meetings.

Applicable Tasks:
1. Complete requested reports in an accurate and timely manner and by specified deadlines.
2. Respond to requests and assignments in a complete and accurate manner and by specified deadlines.
3. Plan and organize for meetings including preparation of agenda and taking minutes or dictation.
4. Answer incoming calls, answer questions, and route appropriately.
5. Greet and escort incoming office visitors.
6. Ensure adequate office coverage and efficient use of unit members in service delivery.
7. Directs, develops, and coordinates execution of procedures; develop reporting procedures and other methods to establish accountability; plans, analyzes, and recommends courses of action to agency management.
8. Support orientation for new hires to ensure all forms are submitted to central office, within a week of hire date or by
specified deadlines; Assist with hiring, scheduling interviews, applicant documents, interview forms
9. Ensure time sheets are completed.
10. Support fleet management such as maintenance, monthly gas tickets submissions for leased vehicles, maintain vehicle logs, file reports, coordinate vehicle maintenance, etc.
11. Gather and order supplies for all divisions to and including procurement, purchasing, PO¿s, change orders, payment requests, tracking, closing, quotes, approvals, shipping tracking, and distribution.
12. Facilities management support and communications
13. Shipping, preparing packages for shipment, tracking

Processing of incoming Critical incident reports- 15%
1. Accurately review and enter information into Wellsky for all incoming critical incident reports.

Record Custodian tasks- 20%
1. Keep all files in an order and organized manner for all office staff.
2. Support fleet management such as maintenance, monthly gas tickets submissions for leased vehicles, maintain vehicle logs, file reports, coordinate vehicle maintenance, etc.
3. Gather and order supplies for all divisions to and including procurement, purchasing, PO¿s, change orders, payment requests, tracking, closing, quotes, approvals, shipping tracking and distribution.
4. Facilities management support and communications
5. Manage and maintain records for all DDC records.
6. Process daily mail.
7. Request and process badges.
8. Supports IPRA requests throughout ALTSD.
9. Travel reimbursement.
10. P-Card Responsibilities
11. Other duties as assigned

Who are the customers?

ALTSD clients who are older adults and adults with disabilities who have complex needs and require long-term care services and supports with care transitions, other staff agency, contractors, community organizations

Ideal Candidate

Bilingual English/Spanish skills are highly desirable to support communication with Spanish-speaking stakeholders, individuals with developmental disabilities, families, and community members. The ideal candidate must be professional, courteous, civil, respectful and must provide open, honest and thorough communication. Able to maintain confidentiality, exercise sound judgment, and handle sensitive information appropriately. Proactive, adaptable, and able to work independently while collaborating effectively with leadership, staff, Council members, and community partners. Experienced in executive support, meeting coordination, records management, office operations, and administrative processes. Must be able to handle multiple requests in a timely manner. The candidate should have experience with records management, scheduling, purchasing support, invoice processing, and general administrative functions. Proficiency in Microsoft Office applications and the ability to learn State of New Mexico and systems are essential. Experience supporting government operations or knowledge of State administrative policies and procedures is preferred.

Minimum Qualification

High School diploma or equivalent and two (2) years work experience in office administration. Any combination of education from an accredited college or university in a related field and/or direct experience in this occupation totaling two (2) years may substitute for the required experience.

Employment Requirements

Must possess and maintain a valid Driver's License. Must possess and maintain a current Defensive Driving Course Certificate from the State of New Mexico or must pass and receive Defensive Driving Course Certification within 90 days of employment.

Pre-employment state and federal criminal background investigation is required and is conditional pending results.

Travel and Overtime may be required as needed.

Working Conditions

Work is performed in an office setting with extensive computer and telephone use as well as general office equipment.

Supplemental Information

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Agency Contact Information: Prescilla Gum (505) 490-9714 Email

For information on Statutory Requirements for this position, click the Classification Description link on the job advertisement.

Bargaining Unit Position

This position is not covered by a collective bargaining agreement.

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About New Mexico Aging and Long-Term Services Department

New Mexico Aging and Long-Term Services Department

Albuquerque or New Mexico

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