Administrative Specialist

Job Description:

Administrative Specialist

Position Overview:

The NG911 Administrative Specialist provides essential administrative, financial, and organizational support to the NMAC leadership in alignment with the State 911 Plan. This role supports the operational success of the statewide NG911 initiative as the NMAC oversees the production phase of more than 124 PSAPs utilizing ESInet services. The NG 911 Administrative Specialist ensures efficient coordination, documentation, and continuity of operations between the NMAC Leadership and PSAPs while supporting the collection of the ($0.55) related to the collection of the 911 surcharge.

Key Responsibilities:

Administrative Support

Provide daily administrative support to NMAC Manager and Program Manager/Network Engineer, including scheduling, documentation, file management, P-care reconciliation, travel arrangement and calendar management.

Maintain organized records and ensure administrative compliance with the State 911 Plan.

Assist in preparing reports, correspondence, briefing materials, and presentations and MOUs.

Support coordination of internal and external meetings, workshops, and PSAP-related engagements.

Operational Coordination

Assist with tracking project milestones, follow-ups, and operational tasks required for statewide ESInet and NG911 support.

Financial Support

Assist the Financial Analyst to the Board with accounting responsibilities specific to the 911 surcharge fee collection.

Support accounts payable tasks as assigned, including processing invoices, tracking expenditures, and ensuring adherence to fiscal policies.

Maintain financial documentation and organize revenue/expense records related to NG911 operations.

Program & Process Support

Help monitor administrative components of NG911 projects and initiatives.

Contribute to process improvements that enhance efficiency, organization, and service continuity.

Collaborate with staff and stakeholders to maintain consistency with standards established by the State 911 Board.

Required Skills & Qualifications

Strong administrative, organizational, and documentation skills.

Proficiency in Microsoft Office 365 and collaboration tools (Teams, SharePoint, Excel, Word).

Effective written and verbal communication abilities.

Ability to manage multiple priorities in a fast-paced, service-oriented environment.

Strong attention to detail and ability to maintain accurate financial and operational records.

Preferred Qualifications

Experience supporting government, public safety, or emergency communications programs.

Familiarity with NG911, ESInet, or PSAP operations.

Background in accounts receivable/accounts payable or financial tracking.

Working Conditions

Occasional coordination with statewide PSAPs and external partners.

Role may require assisting during critical operations or escalations.

Impact of the Position

This role is critical to ensuring seamless administrative, financial, and operational support for the NG911 program. By enabling structured coordination between the NMAC and PSAPs, the NG911 Administrative Specialist directly contributes to the reliability and efficiency.

Skill – Required / Desired – Amount of Experience

Administrative & Organizational Skills — scheduling, calendar management, file management, documentation, and records maintenance – Required – 3 Years

Microsoft Office 365 Proficiency — specifically Teams, SharePoint, Excel, and Word – Required – 3 Years

Project & Task Tracking — monitoring project milestones, follow-ups, and operational tasks – Required – 3 Years

Multi-Priority Management — handling concurrent administrative, financial, and operational responsibilities in a fast-paced environment – Required – 3 Years

Process Improvement — identifying and contributing to efficiency and organization enhancements – Required – 3 Years

Stakeholder Collaboration — working with staff, board members, and external partners to maintain program consistency – Required – 3 Years

Familiarity with NG911, ESInet, or PSAP operations. – Highly desired –