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Estimated Length: 24 months 7.5 hours a day
Mandatory Requirements
Executive Secretary / Administrative Assistant – DQI Program Certification
1. Monitors visits and work activities for all agencies in BPC's Upstate South coverage area in DQI's electronic Survey
Log.
2. Produce reports as needed for overdue or expired items from the Survey Log.
3. Prepares recertification paperwork for ICFs on a monthly basis.
4. Monitors OFPC electronic mailbox for all OFPC visit activity including printing and distributing information to SCAs
as necessary and uploading and saving documents electronically.
5. Monitor changes to Board of Directors for all agencies in BPC's Upstate North and South areas to update DQI's
new DQIA database.
6. Maintains hard copy files for all Upstate BPC programs including pending, completed and purging activities.
7. Provides back up to the Program Aide and Secretary 1 as needed.
8. Provide assistance to SCAs as needed.
9. Monitors incoming phone calls and directs same as appropriate.
10. Provides phone coverage for staff during breaks and lunch.
11. Monitors the location of all office staff on a daily basis via data entry in BPC Schenectady's Call-in Log.
12. ICF procedures - includes processing of all ICF documents, letters, etc. as well as data entry in DOH's ASPEN
database.
13. Other projects/duties as requested.
Executive Secretary / Administrative Assistant – Investigations and Internal Affairs (2 positions)
BASIC DUTIES AND ILLUSTRATIVE TASKS
1. Screen and direct incoming calls
2. Assist with scanning and uploading documents and reports into the VCPR and IAMS
3. Provide support to, and interact with investigators
4. Work with PDF documents and files, scanning and emailing
5. Edit documents for grammar and content
6. Upload activity log data to spreadsheets
7. Scheduling interviews and interrogations
8. Follow-up on assigned projects with limited oversight
9. Any other administrative support activities which support the office and staff in field stations throughout the region
SKILL SET NEEDED
1. Ability to maintain confidentiality in highly sensitive work
2. Ability to work independently and ask for direction when necessary
3. Ability to work cooperatively with colleagues
4. Ability to multi-task
5. Computer literacy
6. Ability to learn new computer programs quickly with appropriate assistance and support
7. Working knowledge of Excel, Power Point, and Word
8. Working knowledge of Outlook
Executive Secretary / Administrative Assistant – Person Centered Supp., Employment & Meaningful Activities
1. Track applications for the Employment Training Program (ETP).
2. Send emails to ETP Supervisors when applications are received.
3. File paperwork by individual programs.
4. Prepare name tents and collect supplies to hand out at meeting. Assist with the annual ETP statewide supervisors
meeting.
Additional qualifications include the following:
1. Strong organizational and analytical skills.
2. Proficiency with Microsoft Outlook, Word and Excel.
3. Knowledge of, and experience with, clients services and programs
Executive Secretary / Administrative Assistant – Revenue Support Field Office
BASIC DUTIES AND ILLUSTRATIVE TASKS
1. File large amounts of paperwork daily.
2. Mail: Review and distribute incoming mail; review and prepare outgoing mail.
3. Phone: Answer multi-line phone systems and direct calls to appropriate people.
4. Contact by email or phone with staff, external governmental agencies, and private/non-profit agencies.
5. Compile financial and other data such as wages for the preparation of documents and other financial reports.
Reporting data to the Social Security Administration/local Departments of Social Services.
6. Compute statistical calculations, such as averages, percentages, proportions, algebraic formulas, etc., by hand,
using a calculator or a computer.
7. Prepare, run, and distribute reports using industry-specific software and basic keyboarding.
8. Operate office equipment such as photocopiers, calculators. computers, printers, typewriters. adding machines,
fax machines, and scanners as necessary to complete assigned tasks. Perform simple maintenance tasks such
as adding toner and paper and changing ribbons.
9. May be required to type correspondence, records and other material in final or draft form.
10. Create forms and letters using Microsoft Word.
11. Data Entry into WMS (Medicaid System) and TABS (Tracking & Billing System database).
12. Use of Microsoft Outlook- sending and receiving email, creating calendar meetings.
13. Confidentiality/HIPAA/HITECH.
14. This person will support the Resources & Reimbursement Agents, who assist people with disabilities by obtaining
and maintaining benefits such as SNAP, health benefits (Medicare, Medicaid) and establishing billing.
KNOWLEDGE, SKILL AND ABILITY
1. Learn agency policies and program policies, procedures and functions.
2. MS Office products including Word, Excel, and Outlook.
3. Complicated mathematical computations which include such things as account keeping, auditing, and statistics.
4. Set-up and use manual and electronic office record keeping and filing systems.
5. Data entry.
6. Prepare reports: narrative and numerical.
7. Read, understand and apply laws, procedures, rules. regulations and guidelines where there are not clear
precedents and without detailed direction.
8. Accuracy/meet deadlines.
9. Ability to communicate effectively in writing and orally.
10. Ability to lift up to 25 pounds.
11. Ability to bend and squat.
12. Ability to work in a team environment (small office) and independently with limited direction.
Receptionist / Secretary – Revenue Support Field Office
Provide administrative support to program areas as well as perform routine clerical and administrative functions such as
drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, providing
information to callers, receiving visitors, and arranging conference calls. Answer inquiries and obtain information for the
general public, customers, visitors, and other interested parties.
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