Benefits Cemetery & Memorial Business Operations Specialist (NMDVS #15680)

$19.82 - $31.71 Hourly

$41,218 - $65,949 Annually

This position is a Pay Band 60

Posting Details

Interviews to be conducted within two weeks after job posting has closed.

Why does the job exist?

This position is a financial based position within the Benefits Cemetery & Memorial Division that will provide administrative support, financial activities on all matters pertaining to the business and life-cycle acquisition processes and will assist with event planning/ training events for the Honor Guard program.

Financial- This position exists to maintain complete and accurate records and supporting documentation of sufficient detail to facilitate a thorough financial, programmatic and/or legal compliance audit or examination of this division's grant and projections. This position prepares administrative contracts, travel, budgetary plans, control information on expenditures, reviews and authorizes payments, tracks expense claims, and serves as the main administrative contact and liaison with the finance department for all project-related activities.

Administrative- This position serves as office manager for the Benefits Cemetery & Memorial Division. The employee will be responsible for keeping employee calendars, updating schedules, process travel requests and employee reimbursements, greet visitors to division and will assist with event planning/coordinate training events for the Honor Guard program. This position will also provide administrative support as needed for the State Cemetery Bureau and State Veteran Benefits Bureau

Grants Management- This position serves as the business consultant to the Director in functional management of cemetery grants in regard to finances, reporting, and record keeping. This position will identify and develop strategies to optimize the grants administration process; keep the relevant staff informed about deadlines and deliverables, oversee the invoicing, accounting, reporting and other administrative functions. This position will work closely with the Administrative Services Division to process all expenditures, work on grant drawdowns and complete financial and performance reports for granting agencies.

How does it get done?

Office Management- manage and maintain schedules, including scheduling travel and conferences, making appointments and scheduling Team meetings for staff. Maintain outreach materials, order supplies, attend outreach events as requested. Maintain files for program and grants, maintain database and spreadsheets, and receive and place telephone calls while maintaining excellent customer relationships.

Procurement Activities- Become well versed in the NM Procurement Code in order to conduct procurement activities for the division. Work cooperatively with the DVS procurement and contracts officer. Assist in the development of the applications for new grants, grant renewals and contracts for services. Develop scopes of work to be included in contracts, prepare travel and mileage reimbursement requests, make travel arrangements for division staff and for out-of-state conferences.

Budget Management - Evaluate division's budget and analyze all costs according to budget, monitor and analyze all budget trends and make recommendations for cost control, maintain and document spreadsheets for all billings and prepare appropriate reports for cost allocations, prepare invoices, purchase orders, reports, memos, letters financial statements, and other documents using word processing, spreadsheets, database and presentation software.

Grants Management- manage contracts and ensure all grant reporting is met, acquire and review all financial reports ensuring complete accuracy and accountability of expenditures, develop and submit financial reports established by policies and procures, develop and submit grant drawdowns and maintain all records of payments, manage all change requests, perform research on all grant issues, prepare monthly records for all grant related activities.

Who are the customers?

NM Department of Veterans Services Agency, Division staff, and external partners.

Ideal Candidate

The idea candidate will be someone with excellent organizational and communication skills. SHARE experience is a plus. Ideal candidate will be someone with procurement and financial analysis experience.

Minimum Qualification

Associates 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. Substitutions Apply. See Substitution Table below.

Substitution Table

These combinations of education and experience qualify you for the position:
Education Experience Education Experience 1 High School Diploma or Equivalent AND 4 years of experience OR High School Diploma or Equivalent AND 4 years of experience 2 Associate's degree in the field(s) specified in the minimum qualification AND 2 years of experience Associate's degree or higher in any field AND 4 years of experience 3 Bachelor's degree or higher in the field(s) specified in the minimum qualification AND 0 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

This position requires some travel around the state for outreach events and training. These training events are held on military installations, veterans' organizations and community events. Employee will be required to gain access to military bases.

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

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Agency Contact Information: Edward Mendez, Division Director. 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.