Administrative Assistant

Executive Secretaries and Administrative Assistants

The New York State Department of Health, Office of Primary Care and Health Systems Management, Division of Nursing Homes and ICF/IID is seeking to fill two Administrative Assistant positions in the Rochester, New York office. This a full time/37.50 hour per week position.

Minimum qualifications include: excellent working knowledge of Microsoft Office, specifically Word and Excel; the ability to work on a team and handle multiple, shifting priorities; good organizational skills; ability to correspond with the public, healthcare professionals as well as other agencies; and familiarity working in electronic databases including previous experience working with the Automated Survey Processing System (ASPEN).

Preferred qualifications include: excellent organization skills and attention to detail. Previous work experience in healthcare and/or business office and the ability to quickly adapt to the Long-Term Care computer programs.

Duties include:

· Answers and distributes phone calls to appropriate areas.

o Responds to routine program-related telephone and email inquiries.

o Screens and directs incoming calls.

o Responds to questions regarding Nursing Home Complaints. Redirects caller when applicable.

· Input and retrieve information within multiple computer programs including ASPEN Central Office (ACO) and ASPEN Complaint Tracking System (ACTS).

· Formats and prepares a variety of correspondence, reports, proposals and other written material.

· Opens, logs and distributes mail daily.

· Responds to program general questions and redirects callers as necessary.

· Schedules meetings and conference calls:

o reserve meeting rooms;

o set up conference call login information;

o monitor meeting invitation acceptances and rejections; and

o re-schedule meetings and conference calls as necessary.

· Perform basic office support duties such as:

o photocopying;

o scanning;

o faxing;

o assembling informational packets;

o filing;

o distributing information; and

o assist with conferences and other events as requested.

· Performs minor document editing and proofreading.

· Sets up and maintains project-related hard copy and electronic files including database input and updates.

· Liaison between IT and Nursing Home Complaint Program related to reporting issues.

· Assists with Nursing Home Surveillance Regional Offices:

o Assist regional offices with finding someone to assist to resolve issues;

o Work with regional support staff with basic office support duties (as described above);

o Ensure regional offices are notified of changes in meetings, case addendums.

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k)
• Paid Time Off
• NexGenEAP wellness program