Position Title: NMDA Regulatory Clerk

Employee Classification: NMDA Regulatory Clerk

College/Division: New Mexico Dept of Agriculture

Department: 180100-NMDA ENTOMOL AND NURSERY IND BUREAU

Internal or External Search: External - Open to all applicants

Location: Las Cruces

Offsite Location (if applicable):

Target Hourly/Salary Rate:  15.45

Appointment Full-time Equivalency:  1

Exempt or Non-Exempt:  Non-Exempt

Summary:  The New Mexico Department of Agriculture (NMDA) works for the benefit of the state’s citizens and supports the viability of agriculture and affiliated industries. NMDA promotes food protection, a uniform, and fair marketplace, and global marketing and economic development; supports the beneficial use of natural resources; and works cooperatively with public and private sector entities. Opportunities for excellence abound, and NMDA staff dedicate themselves to proactive service in fulfilling the department’s mission. Each division plays an important role in carrying out the goals and objectives. Our rich agricultural history, culture, and traditions are addressed through new and innovative approaches using the latest in science, technology, and economic strategies. In New Mexico, we contribute to the safest and most affordable, and nutritious food supply on the globe.

NMDA is a constitutional agency organized under the Board of Regents of New Mexico State University (NMSU). This unique relationship creates efficiencies and opportunities for New Mexico’s food and agriculture sector as well as service and outreach opportunities for NMSU, making NMDA an integral part of the university. NMDA/NMSU is an equal opportunity and affirmative action employer.

Classification Summary:
Obtain necessaryinformation, record data, advise applicants on requirements, collect fees; and issuelicenses, inspection certificates, certificates of free sale or registration certificates.Compile and maintain regulatory statistical data, review and process regulatoryprogram reports. Provide administrative and clerical accounting support toregulatory program or division.

Classification Standard Duties:
Distribute information, review and process applications; review and process variousreports; evaluate information on applications to verify completeness and accuracy,collect fees, and issue licenses, certificates, permits or other official documents.Prepares or verifies requisitions, invoices, or other transaction documents foraccuracy, completeness and compliance with pertinent university, state, and federalregulations, grants and contracts. Determines if funds are available forexpenditures or requisitions and posts to proper account; monitors fund/accountbalances and notifies appropriate personnel when limits are reached. Compilestatistical information, maintain databases, internal applications, special logs orrecords; balances and reconciles internal accounts or records; prepares a variety ofstraightforward special and recurring regulatory related reports, summaries,financial statements, statistical reports and reconciliations. Maintains filing systemsfor various data records and follows record retention guidelines. May authorize thepurchase of equipment, supplies and services within defined limits. Communicateeffectively with staff, other departments and/or external constituencies onoperational and administrative issues. May supervise the work of studentemployees. Additional duties as assigned.

Required Education, Experience, Certification/License, Equivalency
Required Education:High school diploma or GED certificate; Required Experience:Five (5) years of related to the standard duties as outlined.; Equivalency:Equivalent combination of education and/or experience. Completion of post-secondary degree or certificate may substitute for years of experience.; Required Certification/License:

Knowledge, Skills and Abilities
KNOWLEDGE:Knowledge of administrative and clerical procedures and systems, such as wordprocessing, managing files, and records, and other office procedures andterminology; Knowledge of basic business math, bookkeeping practices andprinciples; Knowledge of laws, government regulations, and agency rules.; SKILLS:Interpersonal and communication skills; Records maintenance skills; Skill in use ofpersonal computers and related software applications; skill in clerical, dataprocessing, and office skills; time management skills.; ABILITIES:Ability to gather and analyze statistical data and generate reports; Ability tocommunicate effectively, both orally and in writing; Ability to makeadministrative/procedural decisions and judgments. Ability to evaluate informationand provide accurate compliance information.

Job Duties and Responsibilities
The position is the initial contact for those industries licensed with the Entomology and Nursery Industry Section. Those licensed with the section include plant nursery producers and retailers, hemp growers, beekeepers, and pecan buyers. An individual in the position is expected to develop an understanding of the licensing processes, fundamental understanding of the industries licensed by the section, and develop the ability to address routine questions posed by the public regarding section activities. Related licensing responsibilities include: verifying the accuracy of license applications and attached fees; entry of licensees in section database; processing of fees in accordance to department; follow-up with licensees via email or phone regarding licensing issues; development of reports related to licensees as requested by the supervisor; and issuance of licenses and other documents. General office responsibilities include: reconciling mileage reports collected from field staff; timely submission of payment for section activities; filing and retrieval of section records; monitoring and ordering section office supplies as needed; preparation and submission of travel reimbursements; work with field and office staff on special projects; develop a thorough understanding of New Mexico Department of Agriculture and New Mexico State University procedures relevant to section activities; capable of effectively and professionally communicating with the public and internal and external entities; light bookkeeping requirements; and other duties and responsibilities as requested.

Preferred Qualifications

Bilingual (Spanish & English)

Special Requirements of the Position

Department Contact:  Cheryl Mason-Herrera, 646-7523,cmason@nmda.nmsu.edu

Contingent Upon Funding: Contingent upon funding

Bargaining Unit Eligibility: This is a bargaining unit position with American Federation of State, County & Municipal Employees (AFSCME).

Standard Work Schedule: Standard (M-F, 8-5)

If Not a Standard Work Schedule: 

Working Conditions and Physical Effort

Environment: Work is normally performed in a typical interior/office work environment.

Physical Effort: Light physical effort. Effort applies to no more than two (2) hours per day.

Lifting Requirements: Requires handling of average-weight objects up to 10 pounds or some standing or walking.

Risk: No or very limited exposure to physical risk.