Administrative Assistant; Onsite

Administrative Assistant (Onsite) Detailed Job Description

Purpose of Position/Summary

It is primarily responsible for saving survey data and forms, and ensuring data is entered timely and accurately into the iQIES federal databases in order to meet federal performance standards. Responsible for following the data retention plan for all public and confidential records for the Licensing, Enforcement, & Survey Processing areas.

• Enter data in the iQIES system from federal forms included in the recertification survey kits for the LTC and ICF/IID program.
• Save final survey reports (survey report with approved plan of correction) with the appropriate naming conventions to the proper survey events in iQIES.

• Ability to communicate both orally and in writing effectively.
• Ability to multitask and prioritize/coordinate work to ensure deadlines are met.
• Ability to troubleshoot issues to minimize delays in meeting deadlines.
• Working knowledge of, and ability to operate various information technology equipment; such as computers, printers, scanners and photocopiers.
• Working knowledge of, and experience with basic computer programs (e.g., Word, Excel, and Outlook).
• Working knowledge of, or ability to learn specialized computer programs (e.g., iQIES) and other software applications utilized within the Division.
• Ability to maintain confidentiality of Division documents (e.g., surveys, complaint information, medical records).
• Working knowledge of, or ability to learn survey forms as relates to survey packets.
• Basic knowledge of agency program terminology and computer language.
• Working knowledge of secretarial/clerical procedures used in performing standardized office duties.
• Ability to prepare standardized correspondence and reports.

Employee performs varied tasks following established procedures and practices that may require some decision-making and/or problem-solving. Assignments are usually detailed with multiple variables within the assignment. Absolute accuracy is essential to program integrity. Employee must be able to handle a wide variety of people both via email and telephone, with professionalism and detail to their concerns.

Assignments are carried out in accordance with standardized procedures and general work instructions that require adherence to set protocols accurately and timely meeting both Federal and Division mandated time frames.

Maintain positive work relationships with in‑house professional, administrative, and secretarial/clerical staff; field staff; supervisors/managers; training staff; providers; families and residents (as applicable); IDOH personnel; CMS; and other public agencies in order to support the agency’s mission of promoting, protecting, and providing for the health of Hoosiers.

The physical effort required by this position is consistent with general office activities including lifting files; reaching and bending to obtain files from shelves; sitting at a desk and typing on a computer keyboard. The employee works primarily in the offices of IDOH utilizing computer systems to accomplish tasks.

The employee's work will be conducted in an office setting.