The Administrative Support Specialist reviews, edits, and updates existing policy, guides and manuals ensuring compliance with appropriate guidelines, and approved internal controls relative to all administrative functions. The Administrative Specialist assists the Budget Analyst, processes payments, manages travel expenses and delegations, and oversees Contracting Officer Levels I, II, and III.

Duties

REPRESENTATIVE DUTIES: Writes, reviews, and revises manuals, policies and procedures, guides, forms, and other related documents as required. Processes and tracks monthly contactor payments; conducts training as needed, creates and maintains files annually. Manages delegations based on new appointments or reassignments. Provides direct and confidential administrative support and analytical assistance for the Executive Management Team. These assignments may be quite varied in scope and include data gathering, analysis, written projects, as well as responsible and confidential administrative support tasks. Manages travel for the District of New Mexico. Prepares vouchers, tracks travel, generates Travel Summary Report bi-annually, as well as quarterly reports for the Budget Analyst. Develops and carries out a comprehensive compliance program for the U.S. Probation Office's Internal Controls. On an annual basis, initiates, maintains, monitors and revises policies and procedures for the general operation of a program to ensure compliance with internal policies and procedures, as well as with external requirements imposed by law, Judicial Conference policy, and other regulations. Conducts an annual assessment based on the Fiscal Year. Manages Contracting Officer Levels I, II and III. Ensures individuals are current in their training, and updates InfoWeb. Works independently as well as with direction. Invests time working with appropriate personnel to learn the information necessary to produce effective results. Back-up for the Budget Analyst. All other duties assigned.

Requirements

Qualifications

Required: High school diploma or equivalent plus one year of specialized experience. Specialized experience is progressively responsible clerical, office, or other work that provided the knowledge of policy and procedure, audits/assessments, internal controls, and involved the routine use of automated financial and accounting systems or other computer-based systems and applications such as word processing, spreadsheets, or databases. Education above the high school level may be substituted for required general experience based on one academic year (30 semester or 45 quarter hours) equals one year of general experience. The successful applicant must: Possess good multi-tasking skills and have strong interpersonal/verbal communication skills, be a team-player and flexible in a changing environment, possess strong computer skills, utilizing word processing and database applications, maintain confidentiality, and practice strong work ethics. Only the most qualified applicants will be contacted, tested and/or interviewed. Financial and background check outcomes must be favorable. Financial rating must be in good standing, devoid of late payments and collections.

Education

High School Diploma or Equivalent.

Contacts

• Address US Probation and Pretrial Services, District of NM 333 Lomas Blvd, NW Ste 170 Albuquerque, NM 87102 US
• Name: Human Resources Manager
• Email: [email protected]