State of IN- IDOH-Administrative Assistant (805635)

Title/Role: Administrative Assistant

Work Arrangement: Onsite

Worksite Address: Indianapolis IN 46204

Agency Interview Type: Webcam only

Short Description:

This position provides both administrative and clerical support for Licensing Enforcement & Survey Processing for Long Term Care and the ICF/IID programs.

Job Description:

Purpose of Position/Summary

It is primarily responsible for saving survey data and formsand ensuring data is entered timely and accurately into the iQIES federal databases in order to meet federal performance standards. Responsible for following the data retention plan for all public and confidential records for the Licensing Enforcement& Survey Processing areas.

Essential Duties/Responsibilities

Enter data in the iQIES system from federal forms included in the recertification survey kits for the LTC and ICF/IID program.

Save final survey reports(survey report with approved plan of correction) with the appropriate naming conventions to the proper survey events in iQIES.

Job Requirements

Ability to communicate both orally and in writing effectively

Ability to multitask and prioritize/coordinate work to ensure deadlines are met

Attention to detail

Ability to troubleshoot issues to minimize delays in meeting deadlines

Working knowledge of and ability to operate various information technology equipment; such as computersprinters scanners and photocopiers

Working knowledge of and experience with basic computer programs (e.g. Word Excel and Outlook)

Working knowledge of or ability to learn specialized computer programs (e.g. iQIES) and other software applications utilized within the Division

Ability to maintain confidentiality of Division documents (e.g. surveys complaint informationmedical records)

Working knowledge of or ability to learn survey forms as relates to survey packets

Basic knowledge of agency program terminology and computer language

Working knowledge of secretarial/clerical procedures used in performing standardized office duties

Ability to prepare standardized correspondence and reports

Difficulty of Work

Employee performs varied tasks following established procedures and practices that may require some decision-making and/or problem-solving. Assignments are usually detailed with multiple variables within the assignment. Absolute accuracy is essential to program integrity. Employee must be able to handle a wide variety of people both via email and telephone with professionalism and detail to their concerns.

Responsibility

Assignments are carried out in accordance with standardized procedures and general work instructions that require adherence to set protocols accurately and timely meeting both Federal and Division mandated time frames.

Personal Work Relationships

Maintain positive work relationships with in-house professional administrative and secretarial/clerical staff; field staff;supervisors/managers; training staff; providers; families and residents (as applicable); IDOH personnel; CMS; and other public agencies in order to support the agencys mission of promoting protecting and providing for the health of Hoosiers.

Physical Effort

The physical effort required by this position is consistent with general office activities including lifting files; reaching and bending to obtain files from shelves; sitting at a desk and typing on a computer employee works primarily in the offices of IDOH utilizing computer systems to accomplish tasks.

Working Conditions

The employees work will be conducted in an office setting.

Skills

Required / Desired

Years of Experience required

Candidate experience

Working knowledge of and ability to operate various information technology equipment; such as computers printers scanners and photocopiers.

Required

1 years

Working knowledge of and experience with basic computer programs (e.g. Word Excel and Outlook)

Required

1 years

Working knowledge of or ability to learn specialized computer programs (e.g. iQIES) and other software applications utilized within the Division

Required

1 years

Ability to maintain confidentiality of Division documents (e.g. surveys complaint information medical records)

Required

1 years

Working knowledge of or ability to learn survey forms as relates to survey packets

Required

1 years

Basic knowledge of agency program terminology and computer language

Required

1 years

Working knowledge of secretarial/clerical procedures used in performing standardized office duties

Required

1 years

Ability to prepare standardized correspondence and reports

Required

1 years

Ability to communicate both orally and in writing effectively

Required

Ability to multitask and prioritize/coordinate work to ensure deadlines are met

Required

Attention to detail

Required

Ability to troubleshoot issues to minimize delays in meeting deadlines

Required

Employment Type : Full Time

Experience: years

Vacancy: 1