What are the responsibilities and job description for the Statewide Central Intake & Receiving Center Administrator (CYFD/PSD #8612) position at State of New Mexico?
Posting Details
At the New Mexico Children, Youth and Families Department (CYFD), every role is an opportunity to make a lasting difference in the lives of children, youth, and families across our state. We are committed to building a compassionate, skilled, and dedicated workforce that works collaboratively to ensure safety, promote well-being, and strengthen families. Whether you are in the field supporting families face-to-face, working behind the scenes to improve systems, or helping to shape the agency from a leadership level, your work here has purpose and long-lasting impact. Join a team that values integrity, resilience, and service and be part of meaningful change for New Mexico's future.
THIS POSTING MAY BE USED FOR ONGOING RECRUITMENT AND MAY CLOSE AT ANY TIME. APPLICANTS LISTS MAY BE SCREENED MORE THAN ONCE.
This position is responsible for providing administrative and financial support for the Statewide Central Intake and Receiving Center offices, which includes a Regional Manager, two (2) County Office Managers, and a CYFD Program Manager.
How does it get done?
Oversee the business/administrative operations of the Statewide Central Intake and Receiving Center to ensure the efficient and timely implementation of all regular and special responsibilities and activities of the office:
Develop memos and letters as requested by COM and proofread all work for accuracy prior to submittal;
Work closely with COM to plan and organize for meetings including preparation of agenda and taking notes/minutes;
Attend office staff meetings and provide input by making recommendations for improvement;
Provide management on status of key upcoming dates, deadlines, and other matters;
Develop and oversee the effective utilization of tracking databases for special assignments and correspondence, development and maintenance of the division official records, and make changes as necessary to ensure efficient systems and workflow;
Complete requested reports in an accurate and timely manner and by specified deadlines;
Compile training and meeting materials for distribution as requested.
Operate independently within diversified procedures and standards.
Proactively interact with staff members and customers to directly influence and impact results of the programs and agency mission.
Make recommendations to standardize procedures and processes and to introduce new technology or improve existing technology.
Independently coordinate the budget and fiscal activities for the office in an accurate and efficient manner.
Prepare, monitor, and ensure the office budget for compliance with agency budget staff deadlines, DFA statutory deadlines, and for sufficient budget for office needs;
Compile and provide financial reports for management for decision-making purposes;
Prepare, review, and approve budget expenditures including purchase documents and payment vouchers for business conducted through the office;
Audit for compliance of processing and preparing timely payments within the office to vendors and for the coordination of services with vendors.
Create and maintain tracking database of all financial documents.
Attend required financial trainings and work closely with central office staff regarding financial matters.
Review and modify office equipment lease agreements on an annual basis and make budget recommendations as necessary;
Monitor and track fixed assets by keep good accurate records and conducting yearly fixed assets report in a timely and accurate manner;
Other fiscal activities upon assignment by management.
Independently coordinate the personnel activities for the office in an efficient and professional manner:
Prepare and submit supporting documentation for all hires, transfers, promotions, reclassifications, evaluations, etc. in a timely and accurate manner;
Coordinate and collect orientation paperwork for all new hires and submit to central office in a timely manner;
Keep management informed of personnel matters on a regular basis;
Ensure timesheets are completed and entered by staff and approved by supervisors in a timely manner;
Coordinate special projects and provide technical assistance and support to field and central offices upon request of management.
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 as a condition of continued employment. Pre-employment background investigation is required and is conditional pending results.
Working Conditions
Computer use, long periods of sitting. Some travel may be required. May require overtime at times.
Supplemental Information
Do you know what Total Compensation is? Click here
Agency Contact Information: Bernadette Zajac, BernadetteM.Zajac@cyfd.nm.gov, 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.
At the New Mexico Children, Youth and Families Department (CYFD), every role is an opportunity to make a lasting difference in the lives of children, youth, and families across our state. We are committed to building a compassionate, skilled, and dedicated workforce that works collaboratively to ensure safety, promote well-being, and strengthen families. Whether you are in the field supporting families face-to-face, working behind the scenes to improve systems, or helping to shape the agency from a leadership level, your work here has purpose and long-lasting impact. Join a team that values integrity, resilience, and service and be part of meaningful change for New Mexico's future.
THIS POSTING MAY BE USED FOR ONGOING RECRUITMENT AND MAY CLOSE AT ANY TIME. APPLICANTS LISTS MAY BE SCREENED MORE THAN ONCE.
- APPLICATIONS SUBMITTED WITHOUT WORK EXPERIENCE OR A RESUME WILL NOT BE CONSIDERED. IF ATTACHING A RESUME, RESUME MUST INCLUDE DATES OF EMPLOYMENT FOR EACH JOB (MONTH and YEAR) AND DETAILS OF WORK EXPERIENCE/JOB DUTIES*
This position is responsible for providing administrative and financial support for the Statewide Central Intake and Receiving Center offices, which includes a Regional Manager, two (2) County Office Managers, and a CYFD Program Manager.
How does it get done?
Oversee the business/administrative operations of the Statewide Central Intake and Receiving Center to ensure the efficient and timely implementation of all regular and special responsibilities and activities of the office:
Develop memos and letters as requested by COM and proofread all work for accuracy prior to submittal;
Work closely with COM to plan and organize for meetings including preparation of agenda and taking notes/minutes;
Attend office staff meetings and provide input by making recommendations for improvement;
Provide management on status of key upcoming dates, deadlines, and other matters;
Develop and oversee the effective utilization of tracking databases for special assignments and correspondence, development and maintenance of the division official records, and make changes as necessary to ensure efficient systems and workflow;
Complete requested reports in an accurate and timely manner and by specified deadlines;
Compile training and meeting materials for distribution as requested.
Operate independently within diversified procedures and standards.
Proactively interact with staff members and customers to directly influence and impact results of the programs and agency mission.
Make recommendations to standardize procedures and processes and to introduce new technology or improve existing technology.
Independently coordinate the budget and fiscal activities for the office in an accurate and efficient manner.
Prepare, monitor, and ensure the office budget for compliance with agency budget staff deadlines, DFA statutory deadlines, and for sufficient budget for office needs;
Compile and provide financial reports for management for decision-making purposes;
Prepare, review, and approve budget expenditures including purchase documents and payment vouchers for business conducted through the office;
Audit for compliance of processing and preparing timely payments within the office to vendors and for the coordination of services with vendors.
Create and maintain tracking database of all financial documents.
Attend required financial trainings and work closely with central office staff regarding financial matters.
Review and modify office equipment lease agreements on an annual basis and make budget recommendations as necessary;
Monitor and track fixed assets by keep good accurate records and conducting yearly fixed assets report in a timely and accurate manner;
Other fiscal activities upon assignment by management.
Independently coordinate the personnel activities for the office in an efficient and professional manner:
Prepare and submit supporting documentation for all hires, transfers, promotions, reclassifications, evaluations, etc. in a timely and accurate manner;
Coordinate and collect orientation paperwork for all new hires and submit to central office in a timely manner;
Keep management informed of personnel matters on a regular basis;
Ensure timesheets are completed and entered by staff and approved by supervisors in a timely manner;
Coordinate special projects and provide technical assistance and support to field and central offices upon request of management.
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 as a condition of continued employment. Pre-employment background investigation is required and is conditional pending results.
Working Conditions
Computer use, long periods of sitting. Some travel may be required. May require overtime at times.
Supplemental Information
Do you know what Total Compensation is? Click here
Agency Contact Information: Bernadette Zajac, BernadetteM.Zajac@cyfd.nm.gov, 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.
Benefits:
Health Insurance, Vacation & Paid Time Off, Retirement PlanSalary : $21 - $31