Executive Secretary and Administrative Assistant Supervisor

Salary

$19.82 - $31.71 Hourly

$41,218 - $65,949 Annually

This position is a Pay Band 60

Posting Details

THIS POSTING WILL BE USED FOR ONGOING RECRUITMENT AND MAY CLOSE AT ANY TIME.  APPLICANT LISTS MAY BE SCREENED MORE THAN ONCE.  THIS POSTING MAY BE USED TO FILL MULTIPLE POSITIONS.

POSITION IS LOCATED IN TRUTH OR CONSEQUENCES, NM


The New Mexico State Veterans' Home is located on sixteen picturesque acres in Truth or Consequences, New Mexico. It provides long-term and skilled nursing services for honorably discharged veterans, their spouses, or parents of veterans killed in combat action. The facility has 131 nursing home, skilled-nursing living beds. Services for residents are provided 24/7, focusing on maintaining or improving their physical, mental, and psychosocial well-being under a personalized plan of care developed by licensed health professionals

Why does the job exist?

The Executive Secretary and Administrative Assistant Supervisor plays a vital and highly versatile role in ensuring the daily operational efficiency of the New Mexico State Veterans' Home (NMSVH). This position devotes a portion of time to assigning and directly supervising the work of at least two (2) full-time equivalent reception staff and provides high-level, comprehensive administrative support for the Administrator and Assistant Administrator.

Functioning as a utility person for the facility, this role adapts to a wide range of responsibilities beyond traditional clerical work. The individual will oversee the Admissions Department, coordinating the intake and processing of new residents to ensure a seamless and respectful transition into the facility. Additionally, this position serves as the primary liaison for the facility, facilitating clear, professional, and confidential communication between the Administration and external/internal stakeholders including families, healthcare agencies, state officials, regulatory bodies, and the community.

In addition to managing daily workflow, this position schedules meetings and conference calls, screens communications for the Administrator, tracks staff time-off requests for continuity of care, coordinates licensure renewals, and prepares a variety of official documents. The role requires impeccable organization, confidentiality, and professionalism in all interactions.

How does it get done?

Serves as the main liaison for the facility, representing the Administrator in interactions with staff, families, external agencies, elected officials, and dignitaries.
Provides high-level administrative support to the Administrator and Assistant Administrator, assisting in decision-making and implementation of policies and procedures.
Performs comprehensive Administrative Secretary duties, including but not limited to drafting and formatting professional correspondence, scheduling appointments and meetings, managing incoming and outgoing mail, filing and organizing physical and digital records, preparing reports, and maintaining office supply inventory.
Handles general office operations such as answering multi-line phones, taking and delivering messages, faxing, scanning, photocopying, managing email communications, and maintaining well-organized filing systems.
Maintains administrative and executive calendars, coordinates meeting logistics, and ensures timely reminders for internal and external obligations.
Composes memos, letters, agendas, and meeting minutes with a high degree of accuracy, professionalism, and confidentiality.
Direct oversight and daily supervision of front desk staff, including hiring, scheduling, coaching, and taking disciplinary action when necessary.
Leads and coordinates the Admissions Department, overseeing all paperwork, initial communications, and collaboration with nursing, social work, and financial teams to ensure timely and appropriate admission of residents.
Mentors, trains, and supports the admissions Coordinator to effectively screen and manage inquiries from potential residents and families, ensuring consistent communication, documentation, and responsiveness aligned with facility policies and state regulations.
Prioritizes and organizes all internal and external correspondence.
Tracks time-off requests across departments to ensure adequate staffing coverage for resident care.
Coordinates and submits all regulatory paperwork, surveys, licensing, and credentialing files, ensuring compliance with state and federal requirements.
Maintains shared drive structure, uploads, and administrative document archives as directed by the Administrator.
Orders office supplies and coordinates procurement and budgeting processes for administrative needs.
Serves as Timekeeper for designated departments.
Assists in budget tracking, travel and training arrangements, processing requisitions, and coordinating administrative purchases.
Handles confidential and sensitive documents, ensuring strict privacy in all communications and document management.
Acts as a utility team member, capable of stepping into various administrative roles and functions to maintain smooth operations across departments.

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

Strong Organizational Skills: Highly organized with the ability to manage multiple priorities and deadlines efficiently while maintaining attention to detail. Administrative Expertise: Extensive experience in providing high-level administrative support, including scheduling, correspondence, document management, and office procedures. Leadership & Supervision: Demonstrated ability to supervise, mentor, and train administrative staff, fostering a positive and productive team environment. Knowledge of Long-Term Care Operations: Familiar with CMS and VA regulations, state statutes, and payroll/timekeeping systems, or willing to learn quickly. Admissions Management: Experience or aptitude for overseeing admissions processes, ensuring timely and appropriate resident intake, and maintaining compliance with intake protocols. Communication Skills: Exceptional verbal and written communication skills with the ability to engage effectively with residents, families, staff, and external stakeholders (including government agencies and dignitaries).Customer Service-Oriented: Professional, welcoming, and empathetic, with a strong focus on providing excellent service and fostering positive relationships with residents, families, and visitors. Proficient in Technology: Comfortable with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, SharePoint) and able to learn new software/tools quickly. Problem-Solving & Adaptability: Capable of identifying issues, proposing solutions, and adapting to changing priorities in a fast-paced environment. Confidentiality & Integrity: Maintains the highest standards of confidentiality, professionalism, and ethical conduct when dealing with sensitive information and interactions. Commitment to Veterans: A passion for supporting the well-being and care of veterans, with a deep respect for their service and needs.

Minimum Qualification

High School diploma or equivalent and two (2) years work experience in office administration. Any combination of education from an accredited college or university in a related field and/or direct experience in this occupation totaling two (2) years may substitute for the required experience.

Employment Requirements

Employment is subject to 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.

Must possess and maintain a valid New Mexico 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.

Successful completion of the Health Insurance Portability and Accountability Act (HIPAA) training.

Must sign and observe confidentiality agreement.

Must be able to read, write, speak, and comprehend the English language.

Occasional travel for training & meetings and driving a State of NM owned motor vehicle may be required; Working hours may include weekends, holidays, overtime, and callback hours. Essential functions of the job and specific physical ability requirements will be available at the time of interview or may be obtained at the New Mexico Veterans' Home Human Resources office.

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.  Essential functions of the job and physical ability requirements will be available at the time of interview or may be obtained at the New Mexico Veterans' Home Human Resources Office

Supplemental Information

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Agency Contact Information: Berna Garcia (575) 894-4234. Email

For information on Statutory Requirements for this position, click the Classification Description link on the job advertisement.

Bargaining Unit Position

This position is not covered by a collective bargaining agreement.