Executive Secretaries and Administrative Assistants

Job Title

Job Overview: Pay Range: $22hr - $25hr

Responsibilities

• Complete mandatory Federal CMS reports, data entry, and tasks required for federal reimbursement.
• Maintain regional office compliance with federal nursing home performance measures and surveillance activities.
• Create and maintain files in accordance with Federal and New York State requirements.
• Enter survey data into federal reporting systems and maintain data accuracy.
• Generate survey letters to providers and track survey event status in federal systems.
• Serve as the primary phone contact for complainants, providers, public, and staff.
• Process incoming and outgoing mail, including faxing, scanning, photocopying, emailing, and document uploads.
• Manage FOIL requests and coordinate with Records Access Office for documentation.
• Organize, file, and maintain recertification and complaint survey documentation per DOH policies.
• Prepare and distribute complaint intake reports and survey documentation packets.
• Create electronic survey shells and maintain tracking logs for complaint investigations.
• Generate CON and project-related reports.
• Process DLA responses by retrieving and transmitting required documentation.
• Support ad hoc administrative requests and assist survey staff as needed.
• Train and orient new support staff when required.

Required Qualifications

• Minimum 5 years of experience with the NYS Department of Health.
• Strong knowledge of Microsoft Office tools including Word, Excel, and SharePoint.
• Experience with data entry and extraction from electronic databases.
• Strong organizational and multitasking abilities in a fast-paced environment.
• Ability to work independently and collaboratively with diverse teams.
• Strong written communication skills, including grammar, punctuation, and business communication.

Preferred Qualifications

• Familiarity with healthcare facility surveillance and complaint investigation processes.
• Experience with ASPEN, ACTS, and ACO systems.
• Experience handling Freedom of Information Law (FOIL) requests.
• Prior experience within the NYS Department of Health Division of Nursing Homes and IID Surveillance.