Medical Secretaries

Medical Secretaries Position: Nursing Office Secretary / Staffing Coordinator Location: NYS Veterans Home at St. Albans 178-50 Linden Blvd Jamaica, NY 11434 Job description: 1. Computer & Technology Skills (CRITICAL) A Nursing Office Secretary / Staffing Coordinator must be highly computer-literate and comfortable with multiple systems that can work interchangeably cooperatively in the Nursing office. Required Computer Skills: Proficient use of desktop and laptop computers Ability to multitask across multiple software platforms Fast and accurate data entry Microsoft Office Skills: Microsoft Outlook Professional email communication Calendar and meeting management Microsoft Word Creating memos, reports, policies, and correspondence Microsoft Excel (ESSENTIAL) Creating and updating staffing spreadsheets Using formulas (SUM, IF, COUNT) Sorting and filtering data Tracking: Staffing levels Callouts Overtime Agency usage Vacancies Generating reports for DON, HR, and Administration Why this matters: Accurate spreadsheets support staffing compliance and survey readiness (F725, F726). 2. Staffing & Scheduling Skills Develop and maintain staffing schedules for all shifts Understand RN/LPN/CNA ratios and skill mix Adjust schedules based on census and acuity Track callouts, replacements, and overtime Minimize agency usage when possible Maintain and safeguard the Nursing Education/In-Service tracking spreadsheet, ensuring accurate documentation of education provided, dates completed, and staff attendance Monitor evaluation timelines and provide reminders to supervisors in coordination with Human Resources when staff evaluations are due Assist with scheduling interviews and coordinating appointment logistics for nursing leadership and Human Resources 3. Regulatory & Policy Knowledge Basic knowledge of CMS staffing regulations Understanding of facility policies and union rules Awareness of survey expectations and staffing audits 4. Organizational & Time Management Skills Prioritize tasks effectively Maintain accurate and up-to-date records Meet deadlines consistently Handle multiple urgent requests simultaneously 5. Communication & Interpersonal Skills Clear, professional verbal and written communication Will take minutes for Nursing meetings and report to DON/ADON Will monitor schedule meeting for DON / Nursing department Ability to interact with nursing staff, leadership, HR, and administration Proper escalation of staffing issues to DON/ADON 6. Problem-Solving & Critical Thinking Quickly identify staffing gaps Propose workable solutions Anticipate staffing needs Identify patterns and trends in staffing challenges 7. Attention to Detail & Accuracy Preventing scheduling errors Ensure accurate timekeeping and staffing documentation Verify credential and assignment accuracy 8. Confidentiality & Professionalism Maintain confidentiality of personnel and staffing information Comply with HIPAA and HR confidentiality standards Always demonstrate ethical behavior 9. Teamwork & Collaboration Work closely with DON, ADON, supervisors, and HR Support leadership decisions Respect chain of command Scan and organize documents; create and maintain secure electronic folders for records in accordance with facility policy and regulatory requirements Work collaboratively with Medical Records personnel to ensure resident incident reports are properly safeguarded, scanned, dated, labeled, and readily available for internal review or external investigation 10. Reliability & Stress Management Remain calm under pressure Handle staffing emergencies professionally Dependable and accountable PREFERRED (BONUS) SKILLS Experience with staffing software (eVital, Kronos, or SmartLinx) Familiarity with payroll systems Previous healthcare or nursing home experience Note: Will perform duties as assigned by DON/ADON HonorVet Technologies