Executive Secretary & Administrator (CYFD/YDDC #31642)

$18.34 - $29.34 Hourly

$38,140 - $61,024 Annually

This position is a Pay Band 55

Posting Details

We are so pleased that you are interested in making an impact through our work at CYFD! The department thrives on dedicated, empathetic, and talented employees who ensure the well-being of the children and families in New Mexico by keeping them safe and healthy.

By joining CYFD, you'll work to find the best ways to support families through difficult situations using community-based prevention and intervention programs. Employees have teammates and a committed leadership team to support them every day.

We look forward to you joining us because caring for and supporting New Mexico's children and youth will take all of us. I know the department's mission is critical to improving the overall well-being of children in our state and, in turn, strengthening the future of New Mexico.

THIS JOB 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?

This position provides a combination of administration support services to the YDDC Superintendent, Deputy Superintendent and JCO Manager(s), in the areas of human resources, financial services, data collection, report generation, and dissemination. This position will adhere to policies and procedures directly set forth for purchasing, travel, and human resources. (i.e. Department of Finance and Administration). In addition, this position is responsible for the administrative support functions in the area of records and archives, constituent complaints. Manages and coordinates hiring of personnel for the facility, initiatives, and ongoing systems required for the overall operation, advancement and efficiency of the facility, and JJS as a Division

How does it get done?

• Provide support to Superintendent, Deputy Superintendent and JCO Manager(s);

• Work independently. Handle all incoming calls for facility;

• Calendar appointments. Receive incoming mail and faxes;

• Respond to callers or writers. Compile and complete correspondence, route and mail;

• Use various software applications, such as spreadsheets, databases, etc.;

• Create and maintain filing systems; Take meeting minutes and transcribe;

• Process HR hiring transactions, working with JJS HR Administrator and HR Generalist's;

• Maintain facility excel spreadsheet of positions and employees;

• Complete necessary PA Rs for personnel transactions;

• Obtain resumes for prospective candidates. set up interviews, track all contacts, make reminder calls;

• Interface with HR throughout the hiring process;

• Track the new employee orientation process. It should be noted that facility vacancy rates average between I 0% to 15% at any given time;

• Complete/assist staff with travel reimbursement paperwork which will be forwarded to the business office for payment processing;

• Complete IPR's and three price quotes for facility supplies (utilized by staff and clients), and other requested items such as furniture, books, needed facility forms, printers, camera's, copiers, fax machines;

• Ensure all items ordered are received, while keeping track of pending PO's;

• Work directly with the business office and Information Technology Services ClO for approval on specific facility requests;

• Complete special projects as assigned.

Who are the customers?

Juvenile Justice Services YDDC facility

Ideal Candidate

Skilled in the following areas: Administrative duties;

• Office administration, customer service

• Clerical and general office support;

• Multi-tasking in a busy workplace;

• Have good communication skills;

• Using Micro soft Word, Excel, Outlook, Internet Explorer;

•Case management system (FACTS);

• Knowledge of the SHARE financial system.

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 a current and valid Driver's License. Pre-employment background investigation is required and conditional pending results.

Working Conditions

Office hours 8-5 Monday-Friday. May perform high degree of physical activity, i.e. walking, standing, and/or sitting in front of a computer.

Supplemental Information

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Agency Contact Information: Robert Nieto, (505) 383-3829. 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.