Job Description

Office of Aging and Long-Term Care

Administrative Assistant

The New York State Department of Health, Office of Aging and Long-Term Care, Division of Nursing Homes and ICF/IID is seeking to fill two Administrative Assistant positions in the Rochester, New York office. This a full time/37.50 hour per week position.

Minimum qualifications include excellent working knowledge of Microsoft Office, specifically Word and Excel; the ability to work on a team and handle multiple, shifting priorities; good organizational skills; ability to correspond with the public, healthcare professionals as well as other agencies; and familiarity working in electronic databases including previous experience working with the Automated Survey Processing System (ASPEN).

Preferred qualifications include: excellent organization skills and attention to detail. Previous work experience in healthcare and/or business office and the ability to quickly adapt to the Long-Term Care computer programs.

• Answers and distributes phone calls to appropriate areas.
  • Responds to routine program-related telephone and email inquiries.
  • Screens and directs incoming calls.
  • Responds to questions regarding Nursing Home Complaints. Redirects caller when applicable.
• Input and retrieve information within multiple computer programs including ASPEN Central Office (ACO) and ASPEN Complaint Tracking System (ACTS).
• Formats and prepares a variety of correspondence, reports, proposals and other written material.
• Opens, logs and distributes mail daily.
• Responds to program general questions and redirects callers as necessary.
• Schedules meetings and conference calls:
  • reserve meeting rooms;
  • set up conference call login information;
  • monitor meeting invitation acceptances and rejections; and
  • re-schedule meetings and conference calls as necessary.
• Perform basic office support duties such as:
  • photocopying
  • scanning;
  • faxing;
  • assembling informational packets;
  • filing;
  • distributing information; and
  • assist with conferences and other events as requested.
• Performs minor document editing and proofreading.
• Sets up and maintains project-related hard copy and electronic files including database input and updates.
• Liaison between IT and Nursing Home Complaint Program related to reporting issues.
• Assists with Nursing Home Surveillance Regional Offices:
  • Assist regional offices with finding someone to assist to resolve issues;
  • Work with regional support staff with basic office support duties (as described above);
  • Ensure regional offices are notified of changes in meetings, case addendums.