Administrative Assistant

Job Description

Pay Range: $22hr - $25hr

• The Administrative Assistant will provide high-level administrative and clerical support in a fast‑paced, high‑volume office environment.
• This role involves preparing reports, managing databases, handling regulatory documentation, coordinating communications, and supporting compliance‑related activities.
• The ideal candidate is dependable, detail‑oriented, highly motivated, and capable of managing multiple shifting priorities.

• Prepare reports and handle information requests.
• Prepare correspondence, receive visitors, arrange conference calls, and schedule meetings.
• Manage presurvey packets, FOIL requests, and waiver tracking.
• Maintain facility roster and mortality databases and track incident reports.
• Utilize ASPEN and ACO systems for surveillance reports and complaint tracking.
• Post statements of deficiencies and letters related to surveillance activities.
• Use HCS for secure file transfers.
• Manage CMS uploads and QIES Casper presurvey reports.
• Prepare Life Safety Code reports and manage abuse case documentation.
• Track training programs and emergency response requests from facilities.
• Prepare survey letters, complaint letters, and close complaints.
• Perform data entry and maintain paper and electronic filing systems.
• Maintain up‑to‑date program information on boards, log books, and internal systems.
• Support office administration tasks as required.

• High school diploma or equivalent.
• Minimum experience working in a professional office setting.
• Prior experience working with the New York State Department of Health.
• Excellent working knowledge of Microsoft Office including Word, SharePoint, and Excel.
• Ability to enter and extract data from electronic databases.
• Strong organizational skills and ability to compile information into reports.
• Ability to work independently and collaboratively with diverse teams.
• Ability to manage multiple shifting priorities in a deadline‑driven environment.
• Strong knowledge of grammar, punctuation, spelling, and business communication.

• Certification in Microsoft Office products.
• Experience working with ASPEN, HCS, and QIES systems.
• Experience handling CMS documentation, statements of deficiencies, and regulatory case documentation.

• Strong multitasking abilities.
• Attention to detail and accuracy.
• Effective written and verbal communication skills.
• Time management and prioritization skills.

• High school diploma or equivalent required.
• Additional administrative or office management training preferred.