|
Estimated Length: 24 months 7.5 hours a day
Requirements
Executive Secretary / Administrative Assistant – Advocacy Bureau
• Assist in preparation of written materials, reports, travel forms and legal documents
• Sort and retrieve required documents, organize folders, perform filing
• Perform clerical duties such as reading written materials aloud and/or summarizing contents.
• Schedule and prepare required materials for meetings; takes notes on information that would otherwise be
inaccessible for the employee being assisted
• Assist with labeling, faxing, emailing, and transmitting/forwarding documents
• Perform routine data entry tasks and secure printed materials
• Provide other general support to the employee in the performance of duties
• May travel with the employee and assist in on-site work
Legal Secretary – Counsel’s Office (2 positions)
Perform secretarial duties utilizing legal terminology, procedures, and documents. Prepare legal papers, complex legal
reports and correspondence, such as summonses, complaints, motions, and subpoenas. May also assist with legal
research. Must have knowledge of legal terminology, business communications, and general clerical skills
Executive Secretary / Administrative Assistant – Division of Quality Improvement (DQI) (2 positions)
BASIC DUTIES AND ILLUSTRATIVE TASKS
1. Monitors incoming mail and information coming into the office and refers it to appropriate staff.
2. Maintains HCBS Waiver hard copy files.
3. Provides back-up to DQI's incumbent Secretary 2 as needed.
4. Provides guidance and assistance to DQI's incumbent part-time Office Assistant 1.
5. Receives and directs telephone calls for the Division of Quality Improvement.
6. Provides remote phone coverage for DQI's Incident Management Unit (located in Schenectady) as needed.
7. Provides phone coverage for clients Division of Service Delivery as needed.
8. Communicates to Central Office's security officers any expected staff visiting from outside agencies and offices.
9. Schedules various meetings for DQI's Continuous Quality Improvement Unit.
10. Takes minutes at DQI staff meetings.
11. Takes minutes at family care meetings.
12. Independent Utilization Review (IUR) - duties include coordination and distribution of documents to agencies with
ICF programs, directing incoming IUR documents to appropriate staff, scanning and filing of completed reviews,
etc.
13. Data entry for each incident into the investigative review form for DQI's Incident Management Unit.
14. Other projects/duties as requested.
Receptionist / Secretary – Investigations and Internal Affairs
• Review IRMA daily- search IRMA for AN, SI and SNO cases for region and keep record of all cases assigned out.
• Assignment emails - send out to Investigator, Leads and DDSO contacts (there are separate emails and
checklists for each classification and setting; ie., Abuse/Neglect, Significant Incident, Sensitive Situation, Death
and whether it is Community, Voluntary or ICF setting)
• Data collection, labelling and scanning
• Upload documents to IAMS, IRMA and VPCR
• Supply Order Requisitions - completing and tracking
• Activity Logs - track, collect and upload to shared drive
• Case status update collection for Over 30 report and weekly report to DDSO
• Inventory- supplies and Quarterly office equipment
• Training spreadsheet for region - tracking and completing spreadsheet
• Set up Interviews and Interrogations - includes reserving conference room as needed and coordinating with union
Reps and staff to meet investigator requests
• Transcription of completed Interviews and Interrogations as needed
• Filing of case files
• Help Assistant Chief, Leads and Investigators with additional clerical duties as assigned
Executive Secretary / Administrative Assistant – Property Support / Emergency Services
Communicate with the support staff of the six DDSO regions by telephone and Skype.
• Office Management under direction of the Secretary 2.
• Work on Excel spreadsheets - enter data and proofread documents.
• Electronic filing on clients Shared Drive; organize and create new folders as necessary.
• Proofread office correspondence and procedures.
• Work on various PSES office projects as they arise
• Data management of Statewide Agency assets as related to property preservation.
Data Entry / Word Processing – Revenue Support Field Office
Operate standard office equipment with alphabetic or numeric keyboard; enter, verify, update, correct and retrieve
information; enter information with speed and accuracy. Use office equipment (desktop, laptop, typewriter, etc.) to
prepare letters, reports, forms, or other material from rough draft, corrected copy, or voice recording. Review and correct
drafts for compliance with originals. Edit documents using proper grammar, punctuation, and spelling. Send and receive
e-mail. Duties may include verifying data and preparing materials as specified by purchasing entity. Clerical support
services may be incorporated into this service category. Follow and understand instructions for the development of final
documents on word processing/computer equipment. Proofread and correct documents. Must have knowledge of
business English, spelling, grammar, punctuation, math, knowledge of purchasing entity’s software packages, and ability
to learn within a reasonable time. May develop graphs, spreadsheets, charts, etc
|
