Administrative Services Division in its commitment to the safety and well-being of the people of New Mexico, by doing the right thing always, provides agency divisions and programs with direction, support, guidance and oversight over all fiscal and property management activities. Bureaus within the Division ensure an internal control structure exist to enable compliance with statutory, regulatory and departmental administrative requirements while identifying opportunities to more efficiently and effectively operate the department. Administrative services are offered through Budget, Financial Management and General Services Bureau. Staff in each Bureau is in the forefront of efforts to promote accountability and transparency in state government by providing quality service. They serve as the central point of contact with external agencies.
The Budget Bureau coordinates and directs the preparation of the annual budget request, the operating budget, and provides budgetary control and analysis for the Department's budget. In addition, monitor and report on federal grant activities, compile, evaluate, and report statistical information on the inmate population and other activities of the New Mexico Corrections Department (NMCD). Analysts serve as liaisons between the department business managers and the Budget Bureau Chief for communicating problems and special needs that arise. They serve as the central point of contact for budgetary matters.
It is the responsibility of the Financial Management Bureau (FMB) to provide direction and oversight on fiscal and financial accounting processes for purchasing/procurement, accounts payable, vouchering, financial reporting, audit coordination and record-keeping to ensure compliance with state and federal statutes, regulations, agency policies and report financial conditions of the agency.
Procurement Section: Responsible for processing all purchase requests for goods and services received from department business managers. Source vendors, negotiate contracts, serve as the liaisons between department business managers and State Purchasing Division and ensure compliance with the State Procurement Code in the purchase of goods and services. Maintain files for all department contracts, joint power agreements, memorandum of understandings, property and equipment leases. Confer with accounts payable to ensure that vendors are paid in a timely manner.
Accounts Payable Section: Audits purchasing documentation and invoices submitted by department business managers, post invoices, verify data entered in the accounting system subsidiary for payment processing to vendors.
Accounting Section: Responsible for general ledger maintenance and outcome. The Accounting staff prepares the year-end financial statements in accordance with generally accepted accounting principles as part of the annual financial and compliance audit requirement. They contract with Independent Auditors for the purpose of obtaining an opinion on the basic financial statements, the combining and individual fund financial statements, and budgetary comparisons in accordance with government auditing standards.
The General Services Bureau (GSB) of the Department is divided into Facility Management Section (FMS) and Division Support Services Section (DSSS). The FMS provides oversight for property acquisition, property asset management, building maintenance, property management, project management, policy development, safety and security planning and implementation, and space planning. The FMS also oversees and assists with all construction projects funded with state and federal dollars. The Section provides guidance in implementing proper internal controls over state owned and leased property and facilitates inter-agency and intra-agency relationships. The DSSS provides support to Divisions at Central Office in the areas of purchasing/procurement and accounts payable; Telecommunications; Radios; Grants; and Fleet Management.