Executive Secretary and Administrative Assistant

JOB-19374 Executive Sec. and Admin Assistant - 25595

Office of Aging and Long-Term Care – Nursing Homes

Central Islip

Administrative Assistants

Job Duties:

Must be able to provide high-level admin support by:

• Complete mandatory Federal CMS reports, data entry and tasks required for federal reimbursement,
• Maintain RO compliance with Federal nursing home performance measures for surveillance activities,
• Creates and maintains files according to Federal and NYS requirements,
• Enter survey data in Central Office electronic Federal reporting systems,
• Create survey letters to providers and track survey even status in Federal systems,
• Primary phone contact for complainants, providers, public and staff,
• Receive and process mail, faxing, scanning/photocopying, emailing, and uploading documents for FOIL (Freedom of Information Law) requests, Inter and Intra-agency requests, internal needs and public distribution.
• Draft and submit letters to Records Access Office,
• Organize, bind, file and purge recertification and complaint survey documents per DOH policies,
• Print and distribute complaint intake reports,
• Create electronic survey shells and prepare survey document packets,
• Generate CON and project reports,
• Process DLA responses by identifying, retrieving, and transmitting documents and letters,
• Maintain complaint investigation tracking log,
• Any other ad hoc requests needed by office or survey staff
• Orient other support staff if needed

Candidates should be dependable, detail-oriented, and highly motivated individuals able to work in a fast-paced, high-volume office environment. The successful candidate should be willing and able to multitask and move from assignment to assignment as deadlines and priorities change. Have knowledge of office administration and management; proper grammar, punctuation and spelling; business communications and ability to take notes is necessary.

Minimum qualifications:

• Minimum of 5 years’ experience working for the NYS Department of Health
• excellent working knowledge of Microsoft Office (specifically Word, SharePoint and Excel),
• the ability to enter data into, and extract data from, electronic databases,
• the ability to work independently and on a team with different personalities,
• the ability to handle multiple, shifting priorities,
• good organizational skills, including an ability to organize information into reports

Preferred qualifications:

• familiarity with health care facility surveillance and complaint incidents and investigation correspondence and reporting
• familiarity and knowledge of the ASPEN System, ACTS and ACO systems
• familiarity responding to Freedom of Information Law requests

prior experience working within the NYS Department of Health Division of Nursing Homes and IID Surveillance