Secretary - Advanced/Administrative Assistant (HCA/DDSD #70576)

$17.63 - $26.45 Hourly

$36,675 - $55,013 Annually

This position is a Pay Band 45

Posting Details

This job posting may be used to fill multiple vacancies.

This posting will be used for ongoing recruitment and may close at any time. Applicant lists may be screened more than once.

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 Secretary - Advanced/Administrative Assistant will:

• Provide administrative and clerical support to the Specialty Seating Clinic, Mortality Review, the Clinical Services Bureau and Therapy Unit staff.

How does it get done?

The Secretary - Advanced/Administrative Assistant is responsible for:

• Providing high-level administrative support to the Chief and all clinical and non-clinical staff in the Clinical Services Bureau;
• Possessing high-level computer, communication and organizational skills.
• Supporting the initiatives of the Bureau related to technical assistance, training and consultation for providers and consultation and access to services for persons and their families.
• Responsibilities include:
• Organization of contracts and invoices;
• Coordinating internal meetings and projects;
• Planning and supporting local and statewide Clinical Trainings;
• Supporting the appointment, taking minutes for meetings, records and billing for the Specialty Seating as needed;
• Ensuring website updates are processed in a timely manner;
• Creating and editing forms, reports or documents as needed;
• Answering phones, taking attendance for meetings, attending meetings, filing, copying, scanning, faxing, data entry, creating documents, managing website updates and supporting routine statewide training.
• Using Microsoft Suite and multiple HIPAA compliant systems.


Who are the customers?

The Secretary - Advanced/Administrative Assistant supports:

• Managers;
• Clinicians to provide services and support to waiver recipients;
• Stakeholders of the New Mexico Developmental Disabilities Supports Division.


Ideal Candidate

The ideal Candidate has:

• 3-5 years' experience working with Licensed Medical or Clinical staff in a busy administrative office or clinic setting with familiarity of basic medical terminology;
• Excellent verbal and written communication skills;
• Excellent organizational skills with strong attention to detail;
• High Level of Expertise with Excel, Microsoft Word or other database systems;
• 3-5 years' Experience with data entry and maintenance of electronic files;
• Commitment to quality and professional customer service;
• Flexibility and willingness to actively participate as member of a strong team.


Minimum Qualification

High School diploma or Equivalent and six (6) months of related experience in office administration. Substitutions Apply. See Substitution Table below.

Substitution Table

These combinations of education and experience qualify you for the position:
Education Experience 1 High School Diploma or Equivalent AND # of months or years of experience specified in the minimum qualification 2 Associate's Degree AND Zero years of experience
• Education and years of experience must be related to the purpose of the position.

• If Minimum Qualification requires a specific number of "semester hours" in a field (e.g. 6 semester hours in Accounting), applicants MUST have those semester hours in order to meet the minimum qualifications. No substitutions apply for semester hours.

Employment Requirements

Must possess and maintain a valid New Mexico Driver's License. Must possess and maintain a current Defensive Driving Course Certificate from the State of New Mexico or must pass and receive a Defensive Driving Course Certificate as a condition of continued employment within 45 days of employment. Travel may be required with some occasional overnight stays. Successful completion of the Health Insurance Portability and Accountability Act (HIPAA).

Working Conditions

Office setting with extensive use of personal computer, telephone, fax, copier and other related office equipment that involves sitting, standing, bending, reaching, etc. to include lifting up to 30 pounds.

Supplemental Information

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Agency Contact Information: Melissa McBride, Medically Fragile Waiver Manager (505) 231-2304. 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.