Senior Administrative Assistant

$20.56 - $30.85 Hourly

$42,773 - $64,160 Annually

This position is a Pay Band C4

Posting Details

Interviews are anticipated to be conducted within two weeks of closing date.


This job posting may be used to fill multiple vacancies.


Our Vision

• Every New Mexican has access to affordable health care coverage through a coordinated and seamless health care system.

Our Mission

• We ensure that New Mexicans attain their highest level of health by providing whole-person, cost-effective, accessible, and high-quality health care and safety-net services.

Our Goals

• Leverage purchasing power and partnerships to create innovative policies and models of comprehensive health care coverage that improve the health and well-being of New Mexicans and the workforce.
• Achieve health equity by addressing poverty, discrimination, and lack of resources, building a New Mexico where everyone thrives.
• Implement innovative technology and data-driven decision-making to provide unparalleled, convenient access to services and information.
• Build the best team in state government by supporting employees continuous growth and wellness.

Why does the job exist?

The Senior Administrative Assistant will:

• Provide Administrative Support for Deputy Director, Bureau Chiefs and other program support staff in the Financial Management Bureau (FMB) and Budget Planning Reporting Bureau (BPRB).

How does it get done?

The Senior Administrative Assistant is responsible for:

• Assisting with MCO penalty letters, contracted account auditors' documents and routing materials to Directors Office for approval;
• Assisting Directors Office Human Resource (OHR) Liaison for FMB/BPRB requests;
• Assisting Deputy Director as needed;
• Assisting with mail merge to communicate payment to providers letters, distribution of letters;
• Assisting with providing phone coverage as needed for front office secretary, rotation basis;
• Assisting with creation of ATRs for payment to MCOs, assigned one (1) MCO;
• Assisting with the DMZ upload and download of financial reports and other documentation as needed;
• Tracking quarterly and annual financial reports received, cost to charge ratio logging, monthly end report, filing contracted account auditors monthly and quarterly reports;
• On-boarding and Off-boarding of new staff;
• Submitting requests for office equipment, preparation and submission of requests for computer, program access as well as access removals (memos, 501's, JOF's and SARS);
• Maintaining files on SharePoint, ensuring folders and data match the L-drive;
• Filing of ATRS processed in applicable weekly remittance advice (RA) folder, downloading weekly remittance advice (RA) from New Mexico Medicaid Portal, filing and preparation of R packets;
• Assisting with travel reimbursement and reserving state cars for staff;
• Initiating tickets for any IT issues (Cherwell ticket), and assisting staff with IT issues;
• Scheduling meetings with internal and external stakeholders and recording meeting minutes as needed;
• Maintaining office supply inventory, ordering supplies from Business Operations Center, and other duties as assigned.

Who are the customers?

• Health Care Authority (HCA);
• Medical Assistance Division (MAD) staff;
• Internal and External Stakeholders, Turquoise Care MCO's and other state and federal government agencies.

Ideal Candidate

The Ideal Candidate has:

• Clear and Concise Communication skills;
• Exceptional Customer Service skills;
• Ability to multitask and prioritize requests;
• Experience working with Microsoft Suite of applications and Microsoft Teams.

Minimum Qualification

High School diploma or equivalent and two (2) years work experience in office administration. Any combination of education from an accredited college or university in a related field and/or direct experience in this occupation totaling two (2) years may substitute for the required experience.


Employment Requirements

Must possess and maintain a valid driver's license.


Must obtain a Defensive driving certification.


Working Conditions

Computer use, long periods of sitting. Some travel may be required. May require overtime at times.


Supplemental Information

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Agency Contact Information: Jolene Jaffa, View phone number on click.appcast.io. Email


For information on Statutory Requirements for this position, click the Classification Description link on the job advertisement.

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.