Executive Secretaries and Administrative Assistants
PAI is looking to fill the following Roles:
Data Entry/Word Processing Clerk
Executive Secretary / Administrative Assistant – Advocacy Bureau
• Assist in preparation of written materials, reports, travel forms and legal documents
• Sort and retrieve required documents, organize folders, perform filing
• Perform clerical duties such as reading written materials aloud and/or summarizing contents.
• Schedule and prepare required materials for meetings; takes notes on information that would otherwise be inaccessible for the employee being assisted
• Assist with labeling, faxing, emailing, and transmitting/forwarding documents
• Perform routine data entry tasks and secure printed materials
• Provide other general support to the employee in the performance of duties
• May travel with the employee and assist in on-site work
Specifically, the assistant will offer support through the following activities:
• Convert and format documents for the braille printer
• Read aloud documents that cannot be brailed, as requested
• Maintain the employee's electronic timesheets (LATS)
• Assist with drafting emails, correspondence or work reports from recordings made by the employee or verbal instruction, or by reviewing emails drafted the employee
• Assist the employee daily to be aware of events on his Outlook calendar. Prompt him to respond to all Outlook invitations, to be aware of all documents attached to meeting notices, and to place all-time out of the office on his Outlook calendar; verify that events placed on the Outlook calendar by the employee appear correctly.
• Enter case updates into the Infoline/Advocacy database, as described by the Client Advocate via recording or verbal instruction
• Assist the employee to be prepared for meetings
• As requested, attend meetings on and off site and take meeting notes as requested
• Assist with faxing, photocopying, and ordering office supplies as needed
• Prepare the employee's travel arrangements (SFS travel)
• Assist the employee to navigate throughout the building as needed and assist during fire drills and emergencies. The employee has had extensive training in navigating the building but may request assistance in areas in which he is not comfortable navigating on his own.
• Assist the employee to complete all technology upgrades to his electronic devices
• Assist with research on state and federal regulations for individuals with developmental disabilities
Preferred Computer Skills/Experience in:
• Microsoft Word and Outlook
• LATS-NY (Leave and Accrual Tracking System)
• Statewide Financial System (SFS)
Legal Secretary – Counsel’s Office
Perform secretarial duties utilizing legal terminology, procedures, and documents. Prepare legal papers, complex legal reports and correspondence, such as summonses, complaints, motions, and subpoenas. May also assist with legal research. Must have knowledge of legal terminology, business communications, and general clerical skills.
Executive Secretary / Administrative Assistant – Division of Quality Improvement (DQI)
BASIC DUTIES AND ILLUSTRATIVE TASKS
1. Monitors incoming mail and information coming into the office and refers it to appropriate staff.
2. Maintains HCBS Waiver hard copy files.
3. Provides back-up to DQI's incumbent Secretary 2 as needed.
4. Provides guidance and assistance to DQI's incumbent part-time Office Assistant 1.
5. Receives and directs telephone calls for the Division of Quality Improvement.
6. Provides remote phone coverage for DQI's Incident Management Unit (located in Schenectady) as needed.
7. Provides phone coverage for OPWDD's Division of Service Delivery as needed.
8. Communicates to Central Office's security officers any expected staff visiting from outside agencies and offices.
9. Schedules various meetings for DQI's Continuous Quality Improvement Unit.
10.Takes minutes at DQI staff meetings.
11.Takes minutes at family care meetings.
12.Independent Utilization Review (IUR) - duties include coordination and distribution of documents to agencies with ICF programs, directing incoming IUR documents to appropriate staff, scanning, and filing of completed reviews, etc.
13.Data entry for each incident into the investigative review form for DQI's Incident Management Unit.
14.Other projects/duties as requested.
Receptionist / Secretary – Investigations and Internal Affairs
• Review IRMA daily- search IRMA for AN, SI, and SNO cases for region and keep record of all cases assigned out.
• Assignment emails - send out to Investigator, Leads and DDSO contacts (there are separate emails and checklists for each classification and setting; ie., Abuse/Neglect, Significant Incident, Sensitive Situation, Death and whether it is Community, Voluntary or ICF setting)
• Data collection, labelling and scanning
• Upload documents to IAMS, IRMA and VPCR
• Supply Order Requisitions - completing and tracking
• Activity Logs - track, collect and upload to a shared drive
• Case status update collection for Over 30 report and weekly report to DDSO
• Inventory- supplies and Quarterly office equipment
• Training spreadsheet for region - tracking and completing the spreadsheet
• Set up Interviews and Interrogations - includes reserving conference room as needed and coordinating with union Reps and staff to meet investigator requests
• Transcription of completed Interviews and Interrogations as needed
• Filing of case files
• Help Assistant Chief, Leads, and Investigators with additional clerical duties as assigned
Executive Secretary / Administrative Assistant – Property Support / Emergency Services
The Administrative Assistant will help with Administrative/Secretarial functions around the office. This position would allow Secretary 2 and Senior Administrative Analyst to better perform their job duties by having this individual take on numerous tasks around the office, consisting of the following:
• Communicate with the support staff of the six DDSO regions by telephone and Skype.
• Office Management under direction of the Secretary 2.
• Work on Excel spreadsheets - enter data and proofread documents.
• Electronic filing on OPWDD's Shared Drive; organize and create new folders as necessary.
• Proofread office correspondence and procedures.
• Work on various PSES office projects as they arise
• Data management of Statewide Agency assets as related to property preservation.
The candidate hired will possess many, if not all, of the following qualifications:
• Proficient computer skills and knowledge of software packages and their applications to include Microsoft Office and Microsoft Operating Systems.
• Excellent communication skills, both oral and written; as well as the ability to communicate technical directions, both in person and over the phone.
• Excellent customer service skills, with the ability to work successfully with a variety of personalities and various management levels.
• Familiarity with department policies, processes, and procedures.
• Proficient knowledge of basic computer hardware.
Data Entry / Word Processing – Revenue Support Field Office
Operate standard office equipment with the alphabetic or numeric keyboard; enter, verify, update, correct and retrieve information; enter information with speed and accuracy. Use office equipment (desktop, laptop, typewriter, etc.) to prepare letters, reports, forms, or other material from rough draft, corrected copy, or voice recording. Review and correct drafts for compliance with originals. Edit documents using proper grammar, punctuation, and spelling. Send and receive e-mail. Duties may include verifying data and preparing materials as specified by the purchasing entity. Clerical support services may be incorporated into this service category. Follow and understand instructions for the development of final documents on word processing/computer equipment. Proofread and correct documents. Must have knowledge of business English, spelling, grammar, punctuation, math, knowledge of purchasing entity’s software packages, and ability to learn within a reasonable time. May develop graphs, spreadsheets, charts, etc.
Executive Secretary / Administrative Assistant – DQI Program Certification
1. Monitors visits and work activities for all agencies in BPC's Upstate South coverage area in DQI's electronic Survey Log.
2. Produce reports as needed for overdue or expired items from the Survey Log.
3. Prepares recertification paperwork for ICFs on a monthly basis.
4. Monitors OFPC electronic mailbox for all OFPC visit activity including printing and distributing information to SCAs as necessary and uploading and saving documents electronically.
5. Monitor changes to Board of Directors for all agencies in BPC's Upstate North and South areas to update DQI's new DQIA database.
6. Maintains hard copy files for all Upstate BPC programs including pending, completed and purging activities.
7. Provides back up to the Program Aide and Secretary 1 as needed.
8. Provide assistance to SCAs as needed.
9. Monitors incoming phone calls and directs same as appropriate.
10.Provides phone coverage for staff during breaks and lunch.
11.Monitors the location of all office staff on a daily basis via data entry in BPC Schenectady's Call-in Log.
12.ICF procedures - includes processing of all ICF documents, letters, etc. as well as data entry in DOH's ASPEN database.
13.Other projects/duties as requested.
Executive Secretary / Administrative Assistant – Investigations and Internal Affairs
BASIC DUTIES AND ILLUSTRATIVE TASKS
1. Screen and direct incoming calls
2. Assist with scanning and uploading documents and reports into the VCPR and IAMS
3. Provide support to, and interact with investigators
4. Work with PDF documents and files, scanning and emailing
5. Edit documents for grammar and content
6. Upload activity log data to spreadsheets
7. Scheduling interviews and interrogations
8. Follow-up on assigned projects with limited oversight
9. Any other administrative support activities which support the office and staff in field stations throughout the region
SKILL SET NEEDED
1. Ability to maintain confidentiality in highly sensitive work
2. Ability to work independently and ask for direction when necessary
3. Ability to work cooperatively with colleagues
4. Ability to multi-task
5. Computer literacy
6. Ability to learn new computer programs quickly with appropriate assistance and support
7. Working knowledge of Excel, PowerPoint, and Word
8. Working knowledge of Outlook
Executive Secretary / Administrative Assistant – Person Centered Supp., Employment & Meaningful Activities
1. Track applications for the Employment Training Program (ETP).
2. Send emails to ETP Supervisors when applications are received.
3. File paperwork by individual programs.
4. Prepare name tents and collect supplies to hand out at meeting. Assist with the annual ETP statewide supervisors meeting.
Additional qualifications include the following:
1. Strong organizational and analytical skills.
2. Proficiency with Microsoft Outlook, Word and Excel.
3. Knowledge of, and experience with, OPWDD services and programs
Executive Secretary / Administrative Assistant – Revenue Support Field Office
BASIC DUTIES AND ILLUSTRATIVE TASKS
1. File large amounts of paperwork daily.
2. Mail: Review and distribute incoming mail; review and prepare outgoing mail.
3. Phone: Answer multi-line phone systems and direct calls to appropriate people.
4. Contact by email or phone with staff, external governmental agencies, and private/non-profit agencies.
5. Compile financial and other data such as wages for the preparation of documents and other financial reports. Reporting data to the Social Security Administration/local Departments of Social Services.
6. Compute statistical calculations, such as averages, percentages, proportions, algebraic formulas, etc., by hand, using a calculator or a computer.
7. Prepare, run, and distribute reports using industry-specific software and basic keyboarding.
8. Operate office equipment such as photocopiers, calculators. computers, printers, typewriters. adding machines, fax machines, and scanners as necessary to complete assigned tasks. Perform simple maintenance tasks such as adding toner and paper and changing ribbons.
9. May be required to type correspondence, records and other material in final or draft form.
10.Create forms and letters using Microsoft Word.
11.Data Entry into WMS (Medicaid System) and TABS (Tracking & Billing System database).
12.Use of Microsoft Outlook- sending and receiving email, creating calendar meetings.
14.This person will support the Resources & Reimbursement Agents, who assist people with disabilities by obtaining and maintaining benefits such as SNAP, health benefits (Medicare, Medicaid) and establishing billing.
KNOWLEDGE, SKILL AND ABILITY
1. Learn agency policies and program policies, procedures and functions.
2. MS Office products including Word, Excel, and Outlook.
3. Complicated mathematical computations which include such things as account keeping, auditing, and statistics.
4. Set-up and use manual and electronic office record keeping and filing systems.
5. Data entry.
6. Prepare reports: narrative and numerical.
7. Read, understand and apply laws, procedures, rules. regulations and guidelines where there are not clear precedents and without detailed direction.
8. Accuracy/meet deadlines.
9. Ability to communicate effectively in writing and orally.
10.Ability to lift up to 25 pounds.
11.Ability to bend and squat.
12.Ability to work in a team environment (small office) and independently with limited direction.
Receptionist / Secretary – Revenue Support Field Office
Provide administrative support to program areas as well as perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, providing information to callers, receiving visitors, and arranging conference calls. Answer inquiries and obtain information for the general public, customers, visitors, and other interested parties.