Overview
Executive Administrator (ALTSD #8556) Jobs in Santa Fe, NM at State of New Mexico
Posting Details
The New Mexico Aging and Long-Term Services Department [ALTSD] serves more than 200,000 seniors, adults with disabilities, and caregivers across the state with support, services, and resources. Throughout the pandemic, ALTSD provided more than 4 million meals to seniors and adults with disabilities and continues to provide approximately 21,000 grab-n-go meals each day. With a dedicated staff and the help of 4,700 senior volunteers, the department strives to help thousands of New Mexicans achieve healthy aging, attain lifelong independence, and maintain their dignity.
The Office of the Secretary oversees ALTSD’s divisions including Adult Protective Services, the Aging Network, Consumer and Elder Rights and Long-Term Care.
Interviews are anticipated to be conducted within two weeks of closing date.
Why does the job exist?
Provide high level administrative support to the Cabinet Secretary.
How does it get done?
I. Monitor Access professionally steward and optimize access.
Screen and direct inbound phone calls to the appropriate employee.
Vet meeting and speaking requests
Greet internal and external stakeholders who have meetings scheduled.
For appointments, escort guests to the lounge or appropriate meeting space. Manage entrance and exit of offices.
II. Calendar Management – maximize the Secretary’s effectiveness by enhancing time management.
Coordinate the calendar with consideration to travel time between meetings and the uncontrollable necessity of rescheduling meetings as directed and prioritized.
Ensure no double booking occurs for meetings and that back-to-back meetings are an exception, not the rule as often as possible.
Provide excellent communication with all meeting attendees including meeting purpose, associated documents, meeting agenda, and clear meeting location directions/parking instructions. Utilize online meeting request intake form as appropriate.
Act as timekeeper for meeting start and end times; provide a 5-minute notice by professionally interrupting.
Meet with the Secretary weekly to manage documents requiring signature, to obtain direction and prioritization of meetings, speaking engagements, and other initiatives.
Coordinate with PIO for all speaking engagements to ensure presentations, talking points, print collateral, etc. are prepared in advance and are available in advance to review/approve.
III. Travel Arrangement and Reimbursements increase efficiency and enhance the travel experience.
Coordinate with the ASD designee to administer travel procedures, paperwork and reimbursements
Review travel packets and Outlook to ensure accurate planning.
Maximize travel by coordinating with PIO and Leadership to identify and secure stakeholder meetings, media interviews and other exposure opportunities.
IV. Special Projects champion high-level initiatives and execute with excellence.
Provide high level administrative support for cabinet level projects, including meeting notes, managing project teams deadlines, preparing meeting agendas, and briefing packets.
Manage designated projects (an effective project management system) ensuring accuracy, feasible timelines, and communications.
Manage specified projects that may require collaboration across agency divisions and across state agencies.
V. Office increase efficiency and stewardship of office resources.
Administrate the office supply and equipment inventory, ordering, tracking, and organization.
Maintain organization and communicate common space needs including the kitchens and lounge.
Coordinate the conference room online schedules, post printed daily schedule outside of the conference rooms, and organize the conference rooms after use.
VI. Social Committee provide excellent administrative support to the volunteer social committee.
Coordinate the distribution of birthday and other cards for staff.
Support social activities and events including but not limited to set up/clean up, invites, food coordination and other logistics.
VII. Legal
Assist or coordinate with General Counsel office with drafting letters and simple legal documents, prepare and send certified letters, etc., when requested
VIII. Constituent Liaison respond professionally and timely.
Coordinate, flag or present requests timely for turnaround efficiency
Serves as a source of information and explanation for the public about services provided by the agency.
Monitor responses to complaints to ensure responses are handled in a comprehensive and timely manner.
IX. Provide effective supervision to staff in the office in a fair and professional manner, in addition to promoting retention of employees.
Devotes a substantial portion of time assigning and directly supervising work of at least two permanent/full-time employees. Acts upon leave requests, conducts annual performance evaluations, and recommends disciplinary actions.
Assign and distribute work according to workload and priority.
Ensure adequate office coverage and efficient use of unit members in service delivery.
Review work of unit staff to ensure accuracy and timeliness.
Implement and ensure adherence to policies and procedures. as well as ensuring unit staff are informed of new and revised policies and procedures.
Initiate and complete performance appraisals in accordance with SPO and agency policy.
Ensure time sheets ore completed and payroll is entered in a timely and accurate manner.
X. Makes well-informed, effective, and timely decisions and perceives the impact and implications of those decisions.
Identifies and analyzes problems; weighs relevance and accuracy of information; generates and evaluates alternative solutions; makes recommendations.
Who are the customers?
Cabinet Secretary and executive staff.
Ideal Candidate
Cabinet Secretary and executive staff.
Minimum Qualification
High School diploma or equivalent and two (2) years work experience in office administration. Any combination of education from an accredited college or university in a related field and/or direct experience in this occupation totaling two (2) years may substitute for the required experience.
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 90 days of 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. Travel may be required. Incumbent will work under stress and frequent time constraints.
Supplemental Information
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Agency Contact Information: Crystal Porterie (505) 629-3634. 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.
Title: Executive Administrator (ALTSD #8556)
Company: State of New Mexico
Location: Santa Fe, NM
