Administrative Assistant

Executive Secretaries and Administrative Assistants

Position Description: The Executive Secretary for the Western Regional Office Adult Care Facilities Surveillance Program is the sole support staff for an office of 12 professional staff. This program is responsible for the regulatory oversight of 136 Adult Care and Assisted Living Facilities across a 17-county region. The workload is significant as we issue approx. 350 inspection reports annually.

Job Description: The Executive Secretary responsibilities include administrative support, including the development of survey shells in ASPEN Central Office (ACO) in accordance with monthly inspection schedules, finalizing and preparing final survey documents in ACO, and issuing surveys within mandated time frames.

Responsibilities also include answering the telephone, and responding to all inquiries/questions from complainants, providers, or the general public regarding our program, policy or procedures, etc.; design, set-up and maintain files, including electronic files, of correspondence/documents, monitor and track status of program activities, schedule meetings and maintain calendars. This position also handles all mail, to include opening, reviewing, sorting and distributing incoming mail, as well as processing and sending all outgoing mail.

Other tasks include the development and maintenance of office procedure manuals, orienting staff to office and agency procedures, and maintaining inventory and requisition of office supplies. This position also participates in a building-wide group of other administrative support staff to maintain basic knowledge of activity that may affect this Department and to share in certain duties (e.g. monthly mail distribution to the building).

Requirements

Preferred Qualifications: Must have strong communication skills, both verbal and written, with accuracy and attention to detail; Must be capable of multi-tasking with good time management skills; Must have strong interpersonal skills with the ability to be flexible in a very busy, ever-changing environment.

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k)
• Paid Time Off
• NexGenEAP wellness program