Office Assistant

New Mexico Department of Health; Santa Clara (NM); On-site; USD 32,000 - 44,000; Full time

Job summary

The New Mexico Department of Health is seeking a courteous, bilingual switchboard operator to support a long-term care facility. You will manage the facility's telephone system, answer and direct calls, relay messages, and provide information to residents, families, staff and the public.

Responsibilities include maintaining confidentiality, handling messages promptly, and assisting with clerical tasks to ensure smooth daily operations.

Qualifications

• The ability to read, write, speak, and understand the English/Spanish language.
• The ability to make independent decisions when circumstances warrant such action.
• The ability to deal tactfully with personnel, residents, visitors and the general public.
• The ability to be flexible.

Responsibilities

• Operate the switchboard system and monitor calls, directing to appropriate departments or staff.
• Take accurate messages, relay information promptly, and maintain confidentiality.
• Provide general information to residents, families, staff and the public; assist with clerical tasks.

Skills

Bilingual English/Spanish

Customer service

Communication skills

Attention to detail

Job description

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

Why does the job exist?

This position will provide prompt, courteous, and accurate telephone service for a long-term care facility. The position operates the facility's telephone/switchboard system, answers and directs incoming calls, provides general information to residents, families, staff, and the public, takes and relays messages; manages visitor access and accountability; safeguards resident belongings through inventory and documentation processes; conducts facility banking and mail-related activities; and provides essential operational support that contributes to resident safety, security, customer service, and the efficient daily operation of the facility.

How does it get done?

The job is performed by monitoring and operating the switchboard system, answering calls promptly and professionally, identifying the caller's needs, and directing calls to the appropriate department, staff member, resident, or outside resource. The operator takes accurate messages and relays information in a timely manner while maintaining confidentiality and professionalism. Additional clerical duties are completed as assigned, using established facility procedures, communication systems, and office equipment.

Who are the customers?

Residents, visitors, and staff.

Ideal Candidate

• The ability to read, write, speak, and understand the English/Spanish language.
• The ability to make independent decisions when circumstances warrant such action.
• The ability to deal tactfully with personnel, residents, visitors and the general public.
• The ability to be flexible.

No Prior Experience or Training Required.

Employment Requirements

Employment is subject to nationwide criminal background check pursuant to New Mexico Caregivers Criminal Screening Act (Sections 29-17-2 through 29-17-5 NMSA 1978 and 7.1.9.1 through 7.1.9.11 NMAC) and is conditional pending results. Will be screened for tuberculosis (TB) upon hire.

Working Conditions

• Works in office area as well as throughout the facility.
• Extended periods of sitting with some standing, bending, reaching and walking.
• Moves intermittently during working hours.
• Is subject to frequent interruptions.
• Communicates with management, personnel, and the general public.
• Is subject to hostile and emotionally upset personnel.
• Works beyond normal working hours and on weekends and holidays when necessary.
• Is subject to call back during emergency conditions (E.g., severe weather, evacuation, post-disaster, etc.).
• Essential to this position is the ability to meet the attendance requirements of the position.
• Must be able to push, pull, move, and/or lift a minimum of 25 pounds.
• State of New Mexico employees may be impacted by the Public Health Order dated December 19, 2022, which requires facilities licensed or certified by the Centers for Medicare and Medicaid Services (CMS), including all hospital types, long-term care facilities, nursing homes, hospice facilities and rehabilitation facilities, as well as assisted living facilities and adult day care settings, to adhere to all COVID-related requirements prescribed by CMS, including, but not limited to masking and staff vaccination.

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.