Administrative Assistant for State of Arizona

TEEMA; Tucson (AZ); Hybrid; USD 32,000 - 42,000; Full time

Job summary

TEEMA in Tucson seeks a Switchboard Operator to handle incoming calls, direct callers, manage visitor check-ins, and perform general administrative tasks with accuracy and courtesy.

The role supports disability evaluators by locating doctors for examinations, scheduling CE appointments, printing packets, and following up with claimants, doctors, and attorneys to ensure timely processing. After training, a hybrid schedule may be available.

Qualifications

• Experience with switchboard or front-desk duties.
• Ability to answer, direct, and transfer calls accurately.
• Strong customer service and information-giving skills.
• Ability to manage records and messages efficiently.

Responsibilities

• Locate doctors near claimant to complete exams and schedule CE.
• Print CE materials and assemble mailing packets.
• Follow up with claimants by phone for appointments and paperwork.
• Communicate status inquiries to claimants, vendors, and attorneys.
• Disseminate daily assignments using a tracking system.
• Conduct case development activities requiring analysis and judgment.

Skills

Switchboard operations

Customer service

Administrative support

Communication skills

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.