Administrative Assistants

Position Overview

This position supports mandatory Federal and NY State surveillance activities for over 90 skilled nursing homes and adult day health care facilities. The role involves completing Federal (CMS) reports, data entry, maintaining files according to Federal and NYS requirements, and various administrative tasks. Candidates must be dependable, highly motivated, detail-oriented, and comfortable working autonomously as well as with a team. Work hours are Monday–Friday (8:00–5:00, typically 9am–5pm), with no holiday, travel, or overtime required.

Key Responsibilities

• Completes mandatory Federal (CMS) reports, data entry, and tasks required for Federal reimbursement and maintaining RO compliance.
• Creates and maintains files according to Federal and NYS requirements.
• Enters survey data in the Aspen Central Office electronic Federal reporting system.
• Creates survey letters to providers and tracks survey event status in the Federal system.
• Processes FOIL requests by identifying, retrieving, copying pertinent documents, drafting, and submitting letters to the Records Access Office.
• Processes and logs incoming mail, faxes, and scanned documents.
• Organizes, binds, files, and purges survey documents per DOH policies.
• Creates electronic survey shells and prepares paper survey document packets.
• Generates CON and project reports and maintains related data.
• Maintains a survey tracking log and ensures adequate office supplies for staff.
• Provides main reception desk coverage.
• Makes call downs to providers, gathering information and reporting as required.
• Performs other reasonably related duties as required.

Required Qualifications

• Excellent knowledge of Microsoft Office, specifically Word and Excel, and other tracking/database systems necessary for compliance.
• Ability to complete essential tasks to maintain Federal and NYS surveillance compliance.
• Dependability, strong motivation, and high attention to detail.
• Comfort working both autonomously and collaboratively.

Preferred Qualifications

• Familiarity with health care facility surveillance, complaint incidents, investigation correspondence, and reporting.
• Knowledge of the ASPEN System, Health Commerce System (HCS), and related applications such as NYSECON, HFIS, and E-POC.
• Prior experience working in the NYSDOH MARO Nursing Home Program.

Benefits & Perks

• Monday–Friday schedule with standard hours (8:00–5:00, typically 9am–5pm).
• No holiday, travel, or overtime required.
• No Parking provided; however, parking is available at the lot across the street with paid parking options.
• Other transportation options available include train and bus.
• Salary: Commensurate with scope of work and job experience.
• Note: Proper footwear is required to perform tasks safely.
• New Wave People is an Equal Opportunity Employer (EEO).