Administrative Assistant

Job Brief

Performs and executes office managerial functions as determined by the Vice President and Assistant Vice President of Nursing.

POSITION DUTIES:

• Prepares routine and advanced correspondence including letters, memorandums, meeting minutes and reports for the VP/Assistant VP of Nursing.
• Arranges and coordinates meetings, schedules, and clinical/medical trainings for the Nursing Services Division.
• Receives and preserves confidential information/documents and ensures document storage is secured as per HIPPA requirements.
• Establishes and maintains up to date employees’ files and other correspondence such as vendor contracts and professional licenses.
• Prepares check requests, purchase orders, and documentation of medical clinical payments with all aspects of Medicare/Medicaid billing. Prepares special check requests with supporting documents as needed.
• Enrolls new individuals receiving services in Medicare Part D and renews existing insurance annually.
• Ensures payroll/time is submitted timely and informs VP/Assistant VP of Nursing of all identified problems. Performs internal E-Time and attendance audits, monitors accrual time as requested by VP/Assistant VP.
• Acts as liaison with agency central purchasing department for medical equipment/supplies.
• Acts as liaison with Human Resources for clinical new hires, employee files and reference checks.
• Assists with distribution and training needs for employee’s computers, cell phones, laptops, etc.
• Prepares monthly meeting training packets and coordination of outside trainings as instructed by the VP/Assistant VP of Nursing.
• Tracks and monitors OPWDD required Health Care Certificates/Trainings for Nursing Services and AMAP staff as requested by the VP/Assistant VP of Nursing.
• Submits updated nursing on call list and individuals’ rosters to all program sites monthly and as needed.
• Participates in accreditation and re-accreditation activities as required.
• Participates in preparation of OPWDD Plan of Corrective Actions, as needed.
• Maintains Nursing Services Policies & Procedures and adds to agency public folders as requested by VP/Assistant VP of Nursing.
• Coordinates and monitors time sensitive materials and advises administration of deadlines.
• Communicates with vendors to request invoices, statements, updated contracts as requested by VP/Assistant VP.
• Reviews and creates purchase orders and requisitions in Oracle for all Nursing Temp Agency and Total Care Rx invoices for VP/Assistant VP of Nursing Approval.
• Prepares special check requests with supporting documents as needed.
• Prepares special purchase orders, ensures supporting documentation is current and accurate before submitting for administrative approval. Ensures three bids are obtained for any single item costing over $1,000.
• Tracks Nursing Daily End of Shift Reports and Monthly Checklists.
• Follows agency Policies and Procedures and attends all requested trainings as required.
• Performs all other duties as assigned.

REQUIREMENTS:

• High School diploma with minimum two (2) years previous experience. Bachelor’s degree preferred
• Proficient in Microsoft Office Applications, Precision Care, TEAMS, Power BI. Ability to learn new software applications.
• Ability to multi-task and prioritize projects.
• Excellent time management, communication, and organizational skills.
• Ability to always keep information confidential.
• Ability to work independently.
• Performs all job responsibilities in full compliance with all applicable laws, rules, regulations, policies, and procedures. Adheres to the agency’s corporate compliance program, including the Code of Business Conduct, the NYS and Federal False Claims Act, Whistleblower Protections and Mandatory Reporting. Completes Corporate Compliance training at least annually. Fully cooperates in all Corporate Compliance investigations and reviews.