Executive Secretaries and Administrative Assistants

3 weeks ago

New Rochelle, United States Nexus Staff Full time

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.

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