Executive Secretary & Admin Assist-A (DOH/PHD #10113744)

$18.34 - $29.34 Hourly

$38,140 - $61,024 Annually

This position is a Pay Band 55

Posting Details

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

This position is part of the Northwest Region Public Health Division within the NMDOH.

Why does the job exist?

This position exists to provide high-level administrative support to the Public Health Division's NW Region, ensuring the efficient operation of key administrative and clerical functions. The individual in this role helps streamline internal processes by conducting research, preparing statistical reports, handling information requests, and performing essential clerical tasks such as drafting correspondence, managing schedules, and arranging meetings. By serving as a communication liaison across the NW Region and other organizational stakeholders, the position supports the strategic objectives of the agency and enhances overall efficiency.

Additionally, this position ensures that the division is responsive to both internal needs and external customer service requirements. Duties could include but are not limited to supervising clerical staff, the role also plays a crucial part in ensuring smooth office operations and supporting the division's mission to deliver public health services across the region.

By managing a range of administrative functions, including personnel, fiscal, and property management, this position contributes to maintaining accountability, fostering communication, and improving service delivery throughout the NW Region.

How does it get done?

1. Administrative Support:
- Provide high-level administrative assistance to the Public Health Division's NW Region leadership team, including preparing reports, drafting correspondence, and reviewing memos.
- Handle information requests and prioritize incoming communications for leadership review and action.

2. Scheduling and Coordination:
- Arrange and manage meetings, conference calls, and events for region operations and other stakeholders.
- Prepare agendas, distribute meeting materials, and ensure timely follow-up on action items.

3. Research and Reporting:
- Conduct research and compile statistical reports to support decision-making within the NW Region.
- Track, analyze, and present data relevant to public health operations, service delivery, and regional programs.

4. Clerical Management:
- Oversee office administrative functions, including file management, word processing, and managing records.
- Supervise and train lower-level clerical staff to ensure smooth daily operations and adherence to agency policies and procedures.

5. Customer Service:
- Serve as the point of contact for internal and external stakeholders, ensuring prompt and professional responses to inquiries and service requests.
- Assist in evaluating customer satisfaction, addressing concerns, and implementing improvements to public health services.

6. Office and Resource Management:
- Support personnel, fiscal, and property management functions, ensuring compliance with established procedures.
- Monitor office resources and recommend improvements to enhance efficiency and service delivery.

7. Communication and Collaboration:
- Facilitate communication between regional leadership, staff, and community partners to promote the agency's mission and ensure alignment with strategic goals.
- Foster collaboration and maintain relationships with stakeholders to support regional public health initiatives.

Who are the customers?

This position serves multiple key stakeholders within the Public Health Division's NW Region:

1. Public Health Division Leadership: The role provides critical administrative support to the leadership team, including Regional Director, program managers, and the NW Region Administrative Team ensuring they have the information, resources, and coordination necessary to achieve the Departments strategic goals.

2. Regional Public Health Staff: The position supports clerical staff by providing supervision, training, and operational guidance to ensure smooth office operations. It also serves as a resource for public health nurses, specialists, and other staff by assisting with research, reporting, and logistical coordination.

3. External Partners and Stakeholders: This role facilitates communication and coordination with external stakeholders such as hospitals, clinics, community organizations, and service providers. It helps to build relationships and ensure that public health services and initiatives are supported and aligned with community needs.

4. Public Health Clients and the Community: Ultimately, this position supports the broader goal of improving public health outcomes by ensuring the smooth delivery of services to clients. It indirectly benefits the citizens of the NW Region, including families and individuals relying on public health services, by enhancing efficiency, access, and quality of care.

5. State and Federal Granting Agencies: The position ensures compliance with grant requirements, financial management, and reporting standards, thus serving the needs of funding bodies that support public health initiatives in the NW Region.

Ideal Candidate

The ideal candidate for this position within the Public Health Division¿s NW Region is an organized, detail-oriented professional with a strong background in office administration and a passion for supporting public health initiatives. They possess excellent communication skills, both written and verbal, and have the ability to handle a fast-paced work environment where priorities may shift frequently.

Key qualities include:

1. Administrative Expertise: The candidate should have a solid understanding of office management systems, experience coordinating schedules, handling correspondence, and managing information flow. Proficiency in preparing reports, managing databases, and utilizing word processing software is essential.

2. Multitasking and Time Management: The ideal candidate can prioritize tasks effectively and manage their own time, as well as the time of others, ensuring that deadlines are met, and responsibilities are balanced efficiently.

3. Strong Problem-Solving Skills: They are skilled in analyzing information, solving problems through evaluation and coordination, and making recommendations for improvements. They should be able to anticipate challenges and take proactive steps to ensure smooth operations.

4. Leadership and Teamwork: This individual is experienced in supervising lower-level clerical staff and is capable of providing guidance and training. They work well both independently and as part of a team, demonstrating leadership when necessary while being a collaborative team player.

5. Excellent Communication Skills: The candidate must be articulate and confident when communicating with both internal staff and external partners, ensuring clear, effective communication across various levels of the organization. They should also be customer-service-oriented and have the ability to interact professionally with public health clients, community members, and stakeholders.

6. Adaptability and Flexibility: They should be adaptable, capable of handling multiple priorities, and willing to travel throughout the NW Region as needed to support operations.

7. Commitment to Public Health: A genuine commitment to public health and improving the well-being of the community is critical. The candidate should understand the broader mission of the Public Health Division and align their work to support the goals of providing efficient, high-quality health services.

By combining these qualities, the ideal candidate will play a key role in supporting the Public Health Division¿s mission and ensuring the efficient delivery of services across the NW Region.

Minimum Qualification

High School diploma or Equivalent and two (2) years work 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 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 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

The position is based at the Midtown Public Health Office, with travel required throughout the Northwest (NW) Region as needed. The working environment is primarily office-based, where the candidate will be expected to manage administrative tasks, including scheduling, reporting, and coordinating with various teams. The office environment is fast-paced and may involve frequent interruptions or changes in priorities.

- Physical Requirements: The position is mostly sedentary, involving significant time spent working at a desk, using a computer, answering phone calls, and handling paperwork. Occasional lifting of supplies or office materials (up to 25 lbs) may be required.
- Travel: The candidate will need to travel to different locations within the NW Region for meetings, trainings, and other duties. This travel may include visits to regional offices, healthcare facilities, or community partner locations. Access to reliable transportation and flexibility in scheduling are essential.
- Working Hours: The position typically involves standard business hours, Monday through Friday, 8:00 AM to 5:00 PM. However, occasional extended hours or weekend work may be necessary to meet deadlines, attend meetings, or manage time-sensitive tasks.
- Collaboration: The candidate will work closely with Regional admin team, clerical staff, and regional management team members. The ability to maintain professionalism and effective communication across multiple teams is critical to success in this role.
- Public Interaction: While the majority of work is administrative, the position will involve interactions with community members, healthcare providers, and other stakeholders. The ideal candidate should be comfortable communicating with the public, including diverse populations, and representing the Public Health Division professionally.

This dynamic and engaging work environment offers opportunities for the candidate to contribute to public health initiatives while balancing administrative duties with meaningful community impact.

Supplemental Information

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Agency Contact Information: Dominic Rodriguez (505) 681-2725. 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.