Zia Records Jobs (NOW HIRING)

$16.50 - $24.75 Hourly
$34,320 - $51,480 Annually
This position is a Pay Band C2
Posting Details
The New Mexico Division of Vocational Rehabilitation (NMDVR) is a state-run agency dedicated to assisting individuals with disabilities in achieving employment success. Through services such as vocational counseling, job placement assistance, training and education, assistive technology, and support services, NMDVR aims to enhance the employability and independence of people with various disabilities. Tailoring its programs to meet individual needs, the agency is committed to facilitating competitive employment and fostering independence among its clientele.
This 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 will provide vocational rehabilitation services to persons with disabilities to include transition students and youth with disabilities who are eligible for Vocational Rehabilitation Services to achieve a suitable employment outcome.
How does it get done?
(30%) Efficient Administrative, Fiscal Management, and Compliance
¿ Monitor the administrative budget and provide monthly financial reports to the Program Manager.
¿ Communicate any need for additional funds based on current spending trends to the Program Manager promptly.
¿ Forecast future budget needs and discuss them with the Program Manager to ensure financial preparedness.
Process Purchases and Requisitions
¿ Complete purchase orders and requisitions for goods and services related to administrative budget funds, adhering to procurement guidelines.
¿ Obtain competitive quotes by reviewing vendors on the Statewide Price Agreement (SWPA) to ensure best pricing.
¿ Maintain a detailed spreadsheet for all purchase orders (POs), including tracking, disencumbering, and closing out POs as needed.
¿ Pay all incoming invoices promptly and communicate with vendors to resolve any billing issues.
¿ Oversee regular services such as office water supply, general supplies, and document shredding to ensure uninterrupted operations.
Coordinate Interpreter Services
¿ Complete purchase orders and requisitions for interpreters required for NM DVR and workforce partner community events.
¿ Assist NM DVR employees with completing travel requisitions, ensuring all travel documents are processed within two business days.
¿ Arrange accommodations by securing hotel bookings and preparing travel packets to facilitate timely employee reimbursement.
¿ Adhere to all state and agency policies regarding fiscal procedures, data privacy, and ethical standards. Maintain accurate and up-to-date documentation for audits and reviews.
(25%) Human Resources Support, Staff Coordination, and Employee Documentation
¿ Facilitate Recruitment and Onboarding.
¿ Schedule interviews for all upcoming employee positions, including conducting reference checks.
¿ Obtain signed employment packets from candidates and **upload** them to the ZIA HR system efficiently.
¿ Assist new employees with initial setup tasks, such as providing necessary paperwork, keys, and access codes, and coordinating with IT for system access.
Provide Administrative Assistance to Program Manager
¿ Complete projects assigned by the Program Manager, such as organizing the file room or assisting with statewide meetings.
¿ Maintain all employee W-9 forms and resubmit new forms when necessary to ensure up-to-date records.
¿ Provide training to front desk staff to enhance their skills and efficiency.
¿ Supervise Goodwill and Wage Subsidy workers, offering guidance and oversight of their daily tasks.
¿ Maintain all employee W-9 forms, resubmitting new forms when necessary to comply with financial regulations.
¿ Oversee the proper handling and destruction of sensitive documents, ensuring confidentiality.
(35%) Office Operations, Client Support, and Facility Management
¿ Ensure consistent coverage of the front desk by coordinating schedules and providing backup support when needed.
¿ Monitor all incoming voicemails and complete client callbacks promptly in the absence of front desk staff.
Manage Client Files and Appointments
¿ Maintain all client files by inputting information into the AWARE system, ensuring accuracy and confidentiality.
¿ Box and Arrange for the destruction of physical case files when appropriate, following retention policies.
¿ Enter closed files into the ZIA system to keep records current.
¿ Schedule/Reschedule all referrals and existing client appointments as needed, ensuring referrals are processed within 30 days.
¿ Make daily reminder calls for upcoming appointments to reduce no-shows.
Provide Office Coverage
¿ Provide coverage to all offices as needed during employee absences to maintain seamless operations.
¿ Secure the office during lunch breaks and at the end of the day by locking up and setting the alarm.
¿ Monitor, Coordinate, and Complete all tasks related to state vehicles, including maintenance scheduling, mileage log submissions, and vehicle check-outs.
¿ Attend monthly vehicle meetings to stay informed about fleet management policies and updates.
¿ Order and Maintain office supplies to ensure adequate stock levels.
¿ Handle maintenance requests for office equipment such as postage machines and copiers promptly.
¿ Conduct regular inventory checks for assets and supplies to account for all items.
Facility Management
¿ Manage building maintenance requests and updates, including organizing and leading monthly building meetings.
¿ Travel to other offices to oversee building needs and address any facility-related issues.
¿ Maintain the emergency contact list and update it regularly for safety compliance.
¿ Maintain a master schedule for all employees to facilitate coordination and planning.
¿ Prepare accurate minutes for meetings and distribute them in a timely manner.
(10%) Professional Development
¿ Attend at least one administrative skills workshop per quarter to enhance professional skills and stay updated on best practices.
¿ Identify and Suggest at least two improvements to current administrative processes annually to increase efficiency.
Who are the customers?
People with disabilities, New Mexico Department of Vocational Rehabilitation (NMDVR) Staff, Partner Agencies, and the General Public.
Ideal Candidate
Operational- Employees in this Role provide a combination of supportive services such as personnel, fiscal, property management, and management information systems where at least two of these functions are present and where the administrative support activity is of moderate scope.
Employees are responsible for management support services, rather than accountability for direct program management.
Recommended Education and Experience for Full Performance.
Associate¿s degree and two (2) years work experience in office administration.
Minimum Qualification
No prior experience or training required.
Employment Requirements
Occasional travel is required.
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. Direct client interaction and some travel may be required.
Supplemental Information
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Agency Contact Information: Erik Padilla (575) 520-5473 Email
For information on Statutory Requirements for this position, click the Classification Description link on the job advertisement.
The NMDVR is an equal opportunity employer. If an applicant selected for an interview needs a reasonable accommodation to participate in the interview process, please inform the agency contact listed in the job posting.
Bargaining Unit Position
This position is covered by a collective bargaining agreement and all terms/conditions of that agreement apply and must be adhered to.