Executive Sec. and Admin Assistant

Job Duties

• prepare reports and handle information requests in addition to performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings.
• responsible for pre‑survey 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 pre‑survey 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 PSRs) and close complaints.
• data entry and maintaining paper and electronic filing systems.
• maintain up‑to‑date program information on boards, logbooks 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. They should have knowledge of office administration and management; proper grammar, punctuation and spelling; business communications and the ability to take notes is necessary.

• 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.

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