Administrative Support Specialist (RLD #37963)

$17.63 - $26.45 Hourly

$36,675 - $55,013 Annually

This position is a Pay Band 45

Posting Details

The Boards and Commissions Division oversees administration of 28 professional and occupational licensing boards and commissions and nearly 100,000 individual licenses. Professions regulated by the Division range from Real Estate Brokers and Dentists to Cosmetologists and Social Workers. The position is located in Santa Fe, within the Division's Operations and Administrative Support staff group.

Each board and commission has its own set of rules and its own licensing requirements. The Governor of New Mexico appoints members to boards and commissions who work closely with the Superintendent of the New Mexico Regulation & Licensing Department to protect consumer rights while promoting good business practices and economic growth.

Why does the job exist?

The Administrative Support Specialist role serves two critical needs within the Division. The first is providing reliable customer service to members of the public who call and visit the office who are usually applying for or currently hold a professional license issued by the Division. This work includes answering calls and providing basic information or transferring more complex issues to the appropriate staff in the Division, as well as welcoming and assisting walk-in constituents who are either delivering documents or wish to meet with specific staff to assist with initial licensing, renewals, payments, complaints or other disciplinary matters.

The second primary role served by the Administrative Support Specialist is to provide administrative support to the operation of the Division. This includes a wide variety of different tasks including processing incoming and outgoing mail, physical file and electronic record management, equipment and supply inventory and purchasing, compiling reports and other information for senior management, and other administrative duties as assigned.

How does it get done?

This position will serve as a primary contact for the Division with other staff assigned to our contact center and reception area on a rotating basis to assist callers and walk-ins and answer questions from constituents regarding how to both obtain and maintain different professional licenses in New Mexico.
* Maintain the digital licensing database or assist or direct the licensee to the on-line licensing portal to make changes to their records.
* Assist with distribution of mail and other intra-agency communication.
* Review, audit, organize, and assist in managing retention and destruction of records and files.
* Actively participate in a staff group dedicated to ensure that staff across the Division are supported through a team approach of addressing liabilities, increasing efficiencies, and fostering a team mentality.
* May be called to assist directly with licensing teams to provide support and resources related to licensing and board administration, including assistance with public meetings, rule hearings, and other projects including website updates as needed or appropriate.
* Disrupt the status quo by thinking creatively on new and innovative ways to simplify processes, create efficiencies, improve how we protect health and safety and strengthen public trust and consumer confidence in professions the Division licenses and regulates.

Who are the customers?

Our customers are individuals applying for or maintaining a professional license in any of the 28 professions we license. The customers include professionals, applicants, insurance and credentialing companies and members of the public who are dependent on the services the licensed individuals provide.

Ideal Candidate

The ideal candidate will:
- have excellent written and verbal communication skills and the ability to multi-task in a high volume environment with the possibility of regular interruptions.
- Prior customer service experience, the ability to disseminate accurate information to others, and interest in assisting diverse groups.
- Comfortable with technology, including the complete Microsoft suite, and experience or interest in data entry and other forms of technology. Experience updating websites is preferred but not required.
-Experience in New Mexico state government, regulatory work, or a large organization.
-We are looking for someone who is curious, open to challenges, has a passion for helping others, and wants to help solve problems and work with our team to protect public health and safety in New Mexico.

Minimum Qualification

High School Diploma or Equivalent and six (6) months of directly related experience in office administration. Substitutions Apply. See Substitution Table below.

Substitution Table

These combinations of education and experience qualify you for the position:
Education Experience 1 High School Diploma or Equivalent AND # of months or years of experience specified in the minimum qualification 2 Associate's Degree AND Zero years of experience
• 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 possess and maintain a valid Driver's License and pass applicant background check.

Working Conditions

Office setting, exposure to Visual/Video Display terminal (VDT) and extensive personal computer and telephone usage with extended periods of sitting. Must be able to lift 25 lbs

Supplemental Information

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Agency Contact Information: Nick Alderete 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.