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Position Classification Description

Position Class Code / Title: A2004 / Admin Assistant 2
Recruitment Tier: Tier 1
FLSA: Non-Exempt
Grade: 07

This is a description of a Staff Position Classification. It is not an announcement of a position opening. To view descriptions of current openings, please go to UNMJobs and Search Postings to view positions that are currently accepting applications.

The following statements are intended to describe, in broad terms, the general functions and responsibility levels characteristic of positions assigned to this classification. They should not be viewed as an exhaustive list of the specific duties and prerequisites applicable to individual positions that have been so classified.

Summary

Performs a variety of administrative and staff support duties for a specified unit/department, which require a range of skills and a knowledge of organizational policies and procedures. Assists and directs visitors, and resolves administrative problems and inquiries; composes, edits, and proofreads correspondence and reports, and prepares a range of administrative documents.

Duties and Responsibilities

  1. Coordinates and performs a range of staff and/or operational support activities for the unit; serves as a liaison with other departments and operating units in the resolution of day-to-day administrative and operational problems.
  2. Provides administrative/secretarial support for the department/division such as answering telephones, assisting visitors, and resolving and/or referring a range of administrative problems and inquiries.
  3. Operates personal computer to compose and edit correspondence and/or memoranda from dictation, verbal direction, or from knowledge of established department/division policies; may prepare, transcribe, compose, type, edit, and distribute agendas and/or minutes of meetings.
  4. Schedules and coordinates meetings, events, interviews, appointments, and/or other similar activities for supervisors, which may include coordinating travel and lodging arrangements.
  5. Prepares or assists with the preparation of scheduled and/or ad hoc statistical and narrative reports; performs basic information gathering and analysis and/or forecasting, as specifically directed.
  6. Assists unit management and staff in problem solving, project planning, and development and execution of stated goals and objectives.
  7. Posts, balances, monitors, and reconciles internal department/division monthly ledgers, budgets, and financial reporting system reports; may prepare drafts of budget planning documents; may serve as department/division bookholder and/or paymaster; may manage petty cash disbursements and reconciliations.
  8. Establishes, maintains, and updates files, databases, records, and/or other documents; develops and maintains data, and performs routine analyses and calculations in the processing of data for recurring internal reports.
  9. Sorts, screens, reviews, and distributes incoming and outgoing mail; composes, prepares, or ensures timely responses to a variety of routine written inquiries.
  10. Requisitions supplies, printing, maintenance, and other services.
  11. Leads and trains lower graded staff and/or student employees, as required.
  12. May serve as Campus Security Authority as outlined by the Clery Act.
  13. Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

  • High school diploma or GED; at least 3 years of experience directly related to the duties and responsibilities specified.
  • Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.

Knowledge, Skills and Abilities Required

  • Knowledge of supplies, equipment, and/or services ordering and inventory control.
  • Ability to communicate effectively, both orally and in writing.
  • Ability to gather data, compile information, and prepare reports.
  • Records maintenance skills.
  • Ability to gather and analyze statistical data and generate reports.
  • Ability to maintain calendars and schedule appointments.
  • Database management skills.
  • Ability to analyze and solve problems.
  • Ability to lead and train staff and/or students.
  • Ability to make administrative/procedural decisions and judgments.
  • Word processing and/or data entry skills.
  • Ability to create, compose, and edit written materials.
  • Organizing and coordinating skills.
  • Knowledge of general accounting principles.
  • Ability to record and transcribe meeting minutes.
  • Receptionist skills.

Distinguishing Characteristics

    Position requires: a) performing interoffice administrative coordination, routine bookkeeping transactions, internal tracking of documents and travel arrangements including travel vouchers; b) creating and maintaining computer databases; c) using discretion and making administrative judgments based on existing operating guidelines to resolve day to day operating issues; d) gathering and analyzing statistical data in order to create and prepare routine and ad-hoc reports and correspondence; and e) utilization of wordprocessing, spreadsheets and database applications to manipulate and format correspondence/data.

Conditions of Employment

  • This position is represented by a labor union and is subject to the terms and conditions of the USUNM Collective Bargaining Agreement.
  • If this position is assigned to the Athletics Department, either administratively or functionally, compliance with all NCAA rules and regulations is required.

Working Conditions and Physical Effort

  • No or very limited physical effort required.
  • No or very limited exposure to physical risk.
  • Work is normally performed in a typical interior/office work environment.

The University of New Mexico provides all training required by OSHA to ensure employee safety.

Revised Date: 03/20/2017