IDOH-Administrative Assistant

Purpose of Position/Summary

This position provides both administrative and clerical support for Licensing, Enforcement, and Survey Processing for Long Term Care and the ICF/IID programs. It is primarily responsible for saving survey data and forms, and ensuring data is entered timely and accurately into the iQIES federal databases to meet federal performance standards. The role also follows the data retention plan for all public and confidential records for the Licensing, Enforcement, and 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) and apply the appropriate naming conventions to the correct 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.
• Attention to detail.
• 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 they relate 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 decision‑making and/or problem‑solving. Assignments are usually detailed with multiple variables. Absolute accuracy is essential to program integrity. Employee must be able to handle a wide variety of people via email and telephone with professionalism and attention 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 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, and sitting at a desk 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.