Estimated Length: 24 months M-F typical hours 8:45am-4:45pm

Requirements

Office of Aging and Long-Term Care

Administrative Assistants

Duties Description

The Nursing Home Program is responsible for regulatory activities related to health care facilities.  Some of the many program responsibilities include: inspecting facilities for compliance with Federal and State Regulations regarding quality of care and environmental safety; responding to, and investigating, complaints; oversight of emergency preparedness activities at regulated facilities; all Area Office functions of the Department’s Certificate of Need (CON) process where the Regional Office approves a facility to operate a new service, facility, equipment or occupy renovated space.  The program also performs other important functions such as reviewing facility or provider closure plans.

The minimum qualifications include excellent knowledge of Microsoft Office, specifically Word and Excel, as well as other tracking and database systems required for completion of essential tasks necessary to maintain compliance with mandatory Federal and NY State surveillance activities for over 90 skilled nursing homes and adult day health care facilities.

Preferred qualifications include familiarity with health care facility surveillance and complaint incidents and investigation correspondence and reporting; familiarity and knowledge of the ASPEN System, Health Commerce System (HCS) and the applications within the HCS such as NYSECON (New York State Electronic Certificate of Need), HFIS (Health Facilities Information Systems) and E-POC (Electronic Plan of Correction).  Prior experience working in the Client  MARO Nursing Home Program is preferred.

The successful candidates should be dependable, highly-motivated, detail-oriented, comfortable working autonomously, and work well with others.

Duties include:

         Administrative Assistant (#1):

1. Completes mandatory Federal (CMS) reports, data entry and tasks required for Federal reimbursement and to maintain RO compliance with Federal nursing home performance measures for surveillance activities.
2. Creates and maintains files according to Federal and NYS requirements.
3. Entering Survey Data in Aspen Central Office electronic Federal reporting system
4. Creating survey letters to providers, tracking survey event status in Federal system
5. Processing FOIL requests by identifying, retrieving, copying pertinent documents, drafting and submitting letters to Records Access Office
6. Processing and logging mail, fax, scanned documents
7. Organizing, binding, filing, purging survey documents per Client policies
8. Creating electronic survey shells and preparing paper survey document packets
9. Generating CON and project reports and maintain data
10. Maintaining survey tracking log
11. Maintaining adequate office supplies for administrative and survey staff
12. Providing main reception desk coverage
13. Makes call downs to providers, gathering information and reporting per CO and RO requests (ad hoc)

        Administrative Assistant (#2)

1. Completes mandatory Federal (CMS) reports, data entry and tasks required for Federal reimbursement and to maintain RO compliance with Federal nursing home performance measures for surveillance activities.
2. Entering Survey Data in Aspen Central Office electronic Federal reporting system
3. Creating survey letters to providers, tracking survey event status in Federal system
4. Phone Communication with complainants, providers, public, and staff
5. Processing FOIL requests by identifying, retrieving, copying pertinent documents, drafting and submitting letters to Records Access Office
6. Processing and logging mail, fax, scanned documents
7. Organizing, binding, filing, purging complaint survey documents per Client policies
8. Printing and distributing Complaint Intake reports
9. Processing DLA responses by identifying, retrieving, transmitting documents, letters
10. Maintaining complaint investigation tracking log
11. Providing main reception desk coverage

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