Senior Administrative Assistant (HCA​/OGC #7055

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Job Requirements & Classification

Description:

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

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 employee's continuous growth and wellness.

The Senior Administrative Assistant will:

• Provide high-level administrative support for the Chief General Counsel, attorneys, and legal staff;
• Work closely with the budget department to ensure each fiscal year is worked in advance of deadlines and all deadlines are met in a timely manner;
• Consistently comply with HCA policies and Code of Conduct guidelines; staying informed of evolving policies, laws and regulations;
• Provide high-level and confidential business and administrative support to Office of General Counsel staff.

The Senior Administrative Assistant is responsible for:

• Creating, preparing, processing, and tracking invoices, contracts, requisitions, purchase orders, travel requests, travel reimbursement, and memos prior to deadline, correctly, and with minimal supervision to ensure monies are spent as allocated;
• Maintaining and organizing library, supplies, copy/fax room, copy equipment maintenance/supplies, kitchen, and preparing offices for new employees;
• Opening, logging, filing, and distributing incoming mail (hard copies & electronic) to appropriate persons/divisions;
• Organizing documents, preparing attorney hearing notebooks, assisting Senior Paralegal as needed, assisting with scheduling, e-filing, calendaring deadlines, preparation of legal letters, mail, and service;
• Answering the main phone line, responding to voicemails with detail and sense of urgency.

• Office of General Counsel (OGC) staff;
• Health Care Authority (HCA) staff;
• Other state and federal agencies;

The Ideal Candidate:

• Highly organized, detail-oriented, self-starter, quick learner, problem-solving skills, excellent verbal and written communication skills, excellent customer service skills, and is mindful of how their work impacts others;
• Clerical and/or experience utilizing legal terminology, procedures, and/or documents;
• Familiar with, but not limited to, electronic filing systems, West Law, Microsoft Office Suite, calendaring, message taking skills, proof reading, phone answering/message skills.

Must possess and maintain a valid Driver's License.
Must obtain a Defensive Driving Certificate.

Work is performed in an office setting with exposure to Visual/Video Display Terminal (VDT) and extensive personal computer and phone usage with extended periods of sitting. Some standing, bending and reaching may be required. Must be able to lift 25lbs. Working conditions for individual positions in this classification will vary based on the agency's utilization, essential functions, and the recruitment needs at the time a vacancy is posted.

This position is covered by a collective bargaining agreement and all terms/conditions of that agreement apply and must be adhered to.