Executive Secretaries and Administrative Assistants

Job Title: Administrative Assistant

Employment Type: Contract

Work Hours: 40 hrs./week

Work site: 100% Onsite

Location: 145 Huguenot Street, New Rochelle, NY

Job Duration: 2 Years

Closing: 03/26/2024.

Minimum Education:

High school diploma or equivalent

Work Experience:

Excellent knowledge of Microsoft Office, specifically Word and Excel

Experience with tracking and database systems required for completion of essential tasks

Familiarity with health care facility surveillance and complaint incidents

Prior experience working in the NYSDOH MARO Nursing Home Program is preferred

Job Duties:

Administrative Assistant (#1):

Complete mandatory Federal (CMS) reports and data entry tasks for Federal reimbursement and RO compliance.

Create and maintain files according to Federal and NYS requirements.

Enter Survey Data in Aspen Central Office electronic Federal reporting system.

Create survey letters to providers and track survey event status in the Federal system.

Process FOIL requests, including identifying, retrieving, copying pertinent documents, and drafting/submission of letters to Records Access Office.

Process and log mail, fax, and scanned documents.

Organize, bind, file, and purge survey documents per DOH policies.

Create electronic survey shells and prepare paper survey document packets.

Generate CON and project reports and maintain data.

Maintain survey tracking log.

Maintain adequate office supplies for administrative and survey staff.

Provide main reception desk coverage.

Make call downs to providers, gathering information and reporting per CO and RO requests.

Administrative Assistant (#2):

Complete mandatory Federal (CMS) reports and data entry tasks for Federal reimbursement and RO compliance.

Enter Survey Data in Aspen Central Office electronic Federal reporting system.

Create survey letters to providers and track survey event status in the Federal system.

Communicate via phone with complainants, providers, public, and staff.

Process FOIL requests, including identifying, retrieving, copying pertinent documents, and drafting/submission of letters to Records Access Office.

Process and log mail, fax, and scanned documents.

Organize, bind, file, and purge complaint survey documents per DOH policies.

Print and distribute Complaint Intake reports.

Process DLA responses by identifying, retrieving, and transmitting documents/letters.

Maintain complaint investigation tracking log.

Provide main reception desk coverage.

Preferred Skills:

Familiarity with ASPEN System, Health Commerce System (HCS), NYSECON, HFIS, and E-POC

Candidates should be comfortable communicating with complainants, providers, the public, and staff.

Candidates must adhere to Federal and NYS requirements and DOH policies regarding file maintenance, document organization, and reporting.

The successful candidates will work closely with regulatory compliance officers to ensure the smooth operation of surveillance activities and complaint investigations.

Detail-oriented with strong organizational skills

Misc. Information:

Work shift: Monday – Friday; 8:45 am-4:45 pm.

Paid parking facility available at this location

This position involves maintaining compliance with mandatory Federal and NY State surveillance activities for over 90 skilled nursing homes and adult day health care facilities.

Two Administrative Assistant positions are available, each with slightly different duties.

Interviews will be conducted in person or online based on the availability.

Training will be provided

The Nexus Staff Difference:

Our outstanding healthcare coverage, including dental and vision, begins in just 30 days after you join us.

We offer weekly payments via ACH (Automated Clearing House).

Serving as Prime Vendors to New York State and New York City for over 10 years.