Business Operations Specialist -O (OFRA /ASD #10117551)

$18.34 - $29.34 Hourly

$38,140 - $61,024 Annually

This position is a Pay Band 55

Posting Details

The Office of Family Representation and Advocacy (OFRA) is a new State Executive Agency that was created by statute in 2022 and began operations July 1, 2023. OFRA exists to provide high quality legal representation and advocacy for children and parents, guardians, and custodians in child abuse and neglect cases.

THIS POSTING WILL BE USED FOR ONGOING RECRUITMENT AND MAY CLOSE AT ANY TIME. APPLICANT LISTS MAY BE SCREENED MORE THAN ONCE.

Why does the job exist?

The Business Operations Specialist -O will be responsible for performing within a defined skill area, interacting with OFRA executive team members, Staff and customers to achieve results aligned with the agency's structure and mission. This role will be responsible for providing specialized Admin and HR support services and ensuring compliance with local, state, federal, and other regulatory guidelines that impact business operations. Their responsibilities encompass duties focused on human resources, fiscal management, information systems, investigations, procurement, and other business operations functions.

How does it get done?

- Front Desk Operations (5%): Oversee and manage front desk operations upon establishment of a physical office location.

- Phone Management (5%): Answer incoming calls and direct them appropriately.

- Email Correspondence (10%): Respond to inquiries sent to OFRA's main email address in a timely and professional manner.

- Meeting Coordination (10%): Plan and schedule meetings, trainings, and other events. Take detailed notes during meetings and ensure accurate documentation.

- Commission Support (15%): Provide administrative support to the OFRA commission, including sending notices, tracking deadlines, setting up Zoom meetings, and taking meeting notes.

- Calendar Management (15%): Coordinate and manage calendars for OFRA's Executive Director and other executive staff, ensuring all appointments and meetings are accurately scheduled.

- Email Monitoring (10%): Monitor OFRA¿s Executive Director's email, respond when appropriate, and keep her informed of important messages and developments.

- Leave Calendar Maintenance (5%): Maintain a leave calendar for executive staff to track absences and ensure smooth workflow.

- Stockroom and Supplies Management (1%): Manage stockrooms and supplies to ensure availability and organization.

- General HR Administrative Support (24%): Perform other HR administrative duties as assigned to support the organization's operations.

Who are the customers?

Office of Family Representation and Advocacy (OFRA) staff, and constituents of New Mexico.

Ideal Candidate

The ideal candidate will have:

- Proficiency in the SHARE HR /Payroll system

- Effective communication and writing skills

- Advanced working knowledge in Microsoft applications such as Word, Teams, Zoom, and Adobe, PowerPoint and Excel

- Customer service and serving client needs

- The ability to effectively communicate at all levels in both verbal and written forms

- A high level of attention to details

Minimum Qualification

High School diploma or Equivalency and two (2) years of experience in 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 1 High School Diploma or Equivalent AND 2 years of experience 2 Associate's degree or higher (Bachelor's, Master's) 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

Must possess and maintain a valid New Mexico 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 six (6) months of date of hire as a condition of continued employment.

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: Lisa Fitting. 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.