Administrative Assistant for State of Arizona

TEEMA; Phoenix (AZ); Hybrid; USD 42,000 - 62,000; Full time

Job summary

TEEMA is seeking a Switchboard/Administrative Support professional in the Phoenix area to handle switchboard duties, visitor check-ins, and general administrative tasks.

Responsibilities include scheduling consultative examinations, coordinating communications with claimants, attorneys, doctors, and vendors, and maintaining accurate records. This role may transition to hybrid work after training and requires strong multitasking and organizational skills.

Responsibilities

• Operate switchboard to answer, direct, and transfer calls to the correct departments or individuals.
• Assist with visitor check-ins and general administrative tasks such as taking messages and maintaining records.
• Support scheduling and coordination for disability evaluation CE and related paperwork.
• Communicate with claimants, vendors, doctors, and attorneys to provide status updates and requested information.
• Track daily assignments and ensure completion through a designated tracking system.
• Perform case development activities requiring analysis and judgment.

Job description

• Switchboard duties involve operating communication systems to answer, direct, and transfer incoming calls to the correct departments or individuals, managing visitor check-ins, and performing general administrative tasks such as taking messages, providing information, and maintaining records.


• Operators also handle emergency calls, monitor alarms, and may perform other duties like managing paging systems, sorting mail, and providing basic customer service. The specific duties of a switchboard operator can vary depending on the organization and often blend with receptionist functions.


• Responsibilities include locating specialized doctors near the claimant's location to complete exams requested by the Disability Evaluator. Scheduling consultative examinations (CE) including follow-up phone calls to claimants. Print CE, assemble the packet to be mailed out to claimant, send CE paperwork through fax if necessary to doctors.


• Responds to inquiries from claimants, vendors, and other sources regarding status of claim or for transportation assistance such as mailing out bus passes to claimants. Contacts claimants to advise of appointments and paperwork that is still pending, contacts doctors for follow reports or specific instructions, hospitals for authorizations and reports and other sources such as claimant’s attorneys to answer basic status questions.


• Contacts claimants, attorney representatives, medical sources and other sources as directed by the supervisor to assist claim adjudicators.


• Ensures daily assignments are disseminated and completed using a tracking system.


• Conduct case development activities which require analysis and judgment

This position has potential of going hybrid after training.