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Executive Secretary and Administrative Assistant

Location : New Rochelle, NY
Job Type : Temp/Contract
Reference Code : AS3-DOH-397
Start Date : 03/01/2020
End Date : 02/28/2022
Hours : Full Time
Travel : No
Relocation : No

Job Description :

1)      Completes mandatory Federal (CMS) reports, data entry and tasks required for Federal reimbursement and to maintain RO compliance with Federal nursing home performance measures for surveillance activities.


2)      Creates and maintains files according to Federal and NYS requirements.


3)      Entering Survey Data in Aspen Central Office electronic Federal reporting system


4)      Creating survey letters to providers, tracking survey event status in Federal system


5)      Processing FOIL requests by identifying, retrieving, copying pertinent documents, drafting and submitting letters to Records Access Office


6)      Processing and logging mail, fax, scanned documents


7)      Organizing, binding, filing, purging survey documents per DOH policies


8)      Creating electronic survey shells and preparing paper survey document packets


9)      Generating CON and project reports and maintain data


10)  Maintaining survey tracking log


11)  Maintaining adequate office supplies for administrative and survey staff


12)  Providing main reception desk coverage


13)  Makes call downs to providers, gathering information and reporting per CO and RO requests (ad hoc)


 


        Administrative Assistant (#2)


1)      Completes mandatory Federal (CMS) reports, data entry and tasks required for Federal reimbursement and to maintain RO compliance with Federal nursing home performance measures for surveillance activities.


2)      Entering Survey Data in Aspen Central Office electronic Federal reporting system


3)      Creating survey letters to providers, tracking survey event status in Federal system


4)      Phone Communication with complainants, providers, public, and staff


5)      Processing FOIL requests by identifying, retrieving, copying pertinent documents, drafting and submitting letters to Records Access Office


6)      Processing and logging mail, fax, scanned documents


7)      Organizing, binding, filing, purging complaint survey documents per DOH policies


8)      Printing and distributing Complaint Intake reports


9)      Processing DLA responses by identifying, retrieving, transmitting documents, letters


10)  Maintaining complaint investigation tracking log


11)  Providing main reception desk coverage


Required Qualifications :

The minimum qualifications include excellent knowledge of Microsoft Office, specifically Word and Excel, as well as other tracking and database systems required for completion of essential tasks necessary to maintain compliance with mandatory Federal and NY State surveillance activities for over 90 skilled nursing homes and adult day health care facilities.


 


Preferred qualifications include familiarity with health care facility surveillance and complaint incidents and investigation correspondence and reporting; familiarity and knowledge of the ASPEN System, Health Commerce System (HCS) and the applications within the HCS such as NYSECON (New York State Electronic Certificate of Need), HFIS (Health Facilities Information Systems) and E-POC (Electronic Plan of Correction).  Prior experience working in the NYSDOH MARO Nursing Home Program is preferred.


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