Executive Sec. and Admin Assistant

Position: Executive Sec. and Admin Assistant - 25542
Job Description

Administrative Assistant - CNY

Job Duties:

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

• preparing reports and handling information requests in addition to performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings,
• responsible for presurvey packets, FOILs and waiver tracking
• maintaining a facility roster database, mortality database and tracking incident reports,
• utilize ASPEN and ACO for surveillance reports, ACO for complaint tracking, posting SODs and letters for surveillance activities, HCS for secure file transfer to DAL,
• responsible for CMS uploads, QIES Casper presurvey reports, Life Safety Code reports, 2803d abuse cases to DLA, tracking of CAN training programs and emergency response requests from facilities,
• prepare letters (survey, complaints and PSR's) and closes complaints
• data entry and maintaining paper and electronic filing systems,
• maintain up to date program information on boards, log books and in ACO/ACTS

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:

• a minimum of 5 years' experience working for the New York State Department of Health
• a high school diploma (or equivalent),
• two-year minimum experience working in a professional office setting,
• 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:

• certification in Microsoft Office products
• experience working in ASPEN, HCS, and QIES
• experience with CMS, SODs and DLA