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 is 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.

Duties include:
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.