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Office Support Clerk (DOH/NMBHI #13310)

Salary

 

$16.50 - $24.75 Hourly

$34,320 - $51,480 Annually

This position is a Pay Band C2

Posting Details

 
This posting will be used for ongoing recruitment and may close at any time. Applicants lists may be screened more than once. Interviews are anticipated to be conducted within two weeks of closing date.     

THIS POSTING WILL BE USED TO CONDUCT ONGOING RECRUITMENT AND WILL REMAIN OPEN UNTIL POSITION HAS BEEN FILLED.

Why does the job exist?

 
Receptionists and information clerks are charged with a responsibility that may affect the success of an organization: making a good first impression. Receptionists and information clerks answer telephones, route and screen calls, greet residents and family, respond to inquiries from the resident or Family member, and provide information about the organization. Some are responsible for the coordination of all mail into and out of the office. In addition, they contribute to the security of an organization by helping to monitor the access of visitors, a function that has become increasingly important. Receptionists and information clerks use the telephone, personal computers, and other electronic devices to send e-mail and fax documents, for example. When they are not busy with callers, most workers are expected to assist others in the business office by performing a variety of office duties, including opening and sorting mail, collecting and distributing parcels, and performing Internet search tasks. Other duties include updating appointment calendars, preparing travel vouchers, word processing, and filing.

How does it get done?

 
Coordinate, Develop and Provide Professional Customer Service and Clerical Duties. Answer incoming calls in a professional, courteous manner and take messages as necessary. Greet, assist, and answer questions from customers, staff, residents, and the public in a professional, courteous manner. Photocopying, as necessary. Gather information to enroll Residents in various insurance programs.
Maintain orderliness of area. Check mailbox, retrieve, and distribute incoming mail as well as sending outgoing mail.

Provide Quality service for inpatient residents and outpatient clients. Provide timely and accurate technical assistance to managers, supervisors, and facility staff, regarding inpatient/outpatient billing issues. Gathering, preparing, processing, and reviewing inpatient/outpatient documents such as billing sheets, and remittance forms to ensure accurate payments and accurate use of billing codes & accompanying documentation. Enter data into Point Click Care and SSI. Print & review reports to detect entry errors and/or informational messages concerning billing.
Ensure that inpatient/outpatient entry is completed within set timeframes and that key entry errors are corrected within set timeframes by communicating with staff about deadlines and requirements. Compile individual billing sheets, accompanying documentation, to be filled in a monthly binder. Orient and inform billers on all available web portals, enroll residents in a RX program and verify eligibility status.  Maintain an effective open line of communication between Insurance Companies, staff, families, and related external agencies.

Prepare and process documents for inpatient/outpatient clients. Prepare and send out financial statements as required by NMSVH policies. Prepare and process monthly reports for inpatient and outpatient ancillary billing.  Assist in updating Financial Rx plans. Keep a daily calendar of Accounts Receivable. Prepare Facility Participating Provider enrollment packages for Medicare, Medicaid, insurances, etc. Ensure that benefit eligibility criteria and forms are explained to clients, residents and/or responsible party. Review completed resident file to ensure that all documents are complete and accurate and required supporting documents are provided. Process all completed documents within established protocols and rules and regulations. Maintain resident¿s history files to ensure easy data access for corrections and audits. Ensure that all documents considered part of the residents and clients permanent record are filed immediately and in correct order. Ensure that all resident and clients records are confidential. Review all documents to ensure all are completed and processed before filing. Enter lab, physicians, and Rx charges daily. Keep track of Skilled Nursing days.

Prepare and process purchase requisitions, purchase orders and maintain warehouse inventory. Ensure the accuracy, completeness of accounts payable, purchasing, and contracts and timeliness of all transactions and functions for the Facility. Develops Procurements practices to ensure adherence to policy and procedures, accounting standards, HIPAA, Federal confidentiality, and State law. Ensure that internal controls are implemented and maintained. Answer incoming calls in a professional, courteous manner and take messages as necessary. Greet, assist, and answer questions from customers, staff, residents, and the public in a professional, courteous manner. Gather information by researching files and/or making calls to obtain price quotes for various items and services. Maintain orderliness of area, including filing all documents in appropriate vendor files as needed. Maintain effective working relationships with employees, department heads, administration staff and vendors.
Comply with State Procurement policies and procedure. Communicates with department personnel in person, by telephone or in writing, i.e., correspondence or e-mail, when discrepancies appear on requisitions and modifies forms accordingly to ensure form is filled out properly. Counsels and directs personnel at all levels on appropriate purchasing procedures and statewide contract information. Communicates with vendors to interpret, clarify, inform, and resolve procurement issues.

Provide assistance to management, employees, and other health care facilities regarding insurance issues. Assist new residents with completion of appropriate insurance form coverage.
Respond to questions regarding inpatient/outpatient billing. Disseminate information to different departments in insurance coverage, related topics through memorandums and secure e-mail. Conduct research on special projects or assignments and prepare, create, and provide reports to supervisors, and/or management as requested. Attending required training to remain knowledgeable and proficient in updates on insurance, Administrative Services issues and to remain in compliance with training requirements. Prepare and process correspondence and inpatient/outpatient related documents. Assist supervisor in administrative office management and special projects including acting as back up for reviewing residents¿ files. Other duties as assigned.

Who are the customers?

 
The primary customer are the brave men and women that answered our nations call, executed their duties and now are unable to live in their respective communities due to failing health.  This job will also support the widows of the service men and women to include parents that have lost children in combat (Gold Star Parents)

Ideal Candidate

 
English Language. Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. Customer and Personal Service. Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction. Computers and Electronics. Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming. Clerical- Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology. Speaking - Talking to others to convey information effectively. Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. Reading Comprehension - Understanding written sentences and paragraphs in work related documents. Social Perceptiveness - Being aware of others' reactions and understanding why they react as they do. Coordination - Adjusting actions in relation to others actions. Service Orientation - Actively looking for ways to help people. Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems. Writing - Communicating effectively in writing as appropriate for the needs of the audience. Time Management - Managing ones own time and the time of others

Minimum Qualification

 
Eighth grade education.

Employment Requirements

 
Must possess and maintain a valid Driver's License.  Must possess and maintain a current Defensive Driving Course Certificate from the State of New Mexico or must pass and receive Defensive Driving Course Certification as a condition of continued employment.

Working Conditions

 
Work is performed in an office setting within a long-term facility with exposure to Visual/Video Display Terminal (VDT) and extensive personal computer and phone usage. Walking throughout the facility and frequent communication and interaction with residents, staff, and the public.  Periods of walking, standing, bending pushing, pulling, lifting, and stretching for a variety of activities may be required.  Must be able to function under pressure and stressful situations Health hazards such as exposure to contagious viruses and diseases.  May also include routine exposure to public, fellow employees, and facility resident illness, stressful situation, and bodily fluids, as well as exposure to physical and/or verbal abuse. Occasional travel for training & meetings and driving a State of NM owned motor vehicle may be required; some lifting; extended hours to meet deadlines will be required. Working hours may include on-call, nights, weekends, holidays, overtime, and callback hours.

Supplemental Information

 

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Agency Contact Information: Berna Garcia, (505) 894-4234 or email; 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.

Date Posted
01/31/2026
Job Reference
160620
Organization
Department of Health, State of New Mexico
Location
Las Vegas, NM 87701
Category
Administrative
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