Administrative Assistant

Office of Aging and Long-Term Care – Home Care

Administrative Assistant

The New York State Department of Health, Office of Aging and Long-Term Care, Division of Home and Community Based Services Metropolitan Area Regional Office is seeking to fill one (1) administrative assistant position which supports the Home Care Program.

Job Duties:

Must be able to provide high-level admin support by:

…   Primary phone contact – respond to standard inquiries, triages and refers to respective units for response. Perform initial complaint intake from patient, caregivers, family and consumers, including entering essential information and allegations into ACTS.

…   Prepare outgoing correspondence utilizing program specific templates and software (ACO and ACTS) for surveillance, complaints, Home Health Aide Training Program and miscellaneous activities.

…   Receive and process mail, faxing, scanning/photocopying, emailing, and uploading documents for FOIL (Freedom of Information Law) requests, Inter and Intra-agency requests, internal needs and public distribution.

…   Maintain photocopy and printer machines through preventive and ongoing mail logs; troubleshoot office computer repairs as needed

…   Assist survey staff with proper storage and filing of survey documentation in the designated drives and physical storage space

…   Any other ad hoc requests needed by office or survey staff

…   Orient other support staff if needed

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.  Have knowledge of office administration and management; proper grammar, punctuation and spelling; business communications and ability to take notes is necessary.

Minimum qualifications:

…   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

Preferred qualifications:

…   familiarity with health care facility surveillance and complaint incidents and investigation correspondence and reporting

…   familiarity and knowledge of the ASPEN System, ACTS and ACO systems

…   familiarity responding to Freedom of Information Law requests

prior experience working within the NYS Department of Health Division of Home and Community Based Services program