Senior Executive Assistant

SENIOR EXECUTIVE ASSISTANT

DISTINGUISHING FEATURES OF THE CLASS: This is an important position involving the performance of confidential and complex secretarial tasks for a high level administrator.  The work involves responsible tasks requiring a high degree of mature judgment and knowledge of program policies and procedures.  The incumbent exercises considerable independent judgment and acts on behalf of the administrator when assigned.  The employee in this position reports directly to the administrator and is permitted considerable freedom in referring or responding to inquiries.  Supervision of the staff performing front desk/switchboard operations of the nursing home is an important function.  Does related work, as required.

TYPICAL WORK ACTIVITIES:  

Serves as clerical assistant to the Administrator;
Receives and directs sensitive, confidential information regarding
     regulatory compliance with the New York State Health Department
     and other regulatory agencies, matters of the Union, employees,
     residents and family members.  Handles such matters when
     appropriate or forwards to appropriate managerial staff;
Prepares the Facility Survey Report (FSR) and other required
     paperwork for state surveyors at time of annual survey;
Verifies and maintains credentials of medical/professional staff and
     consultants and sends out information to others, including outside
     agencies regarding potential medical staff appointments, if
     needed and appropriate;
Prepares grievance responses for Department Head and formulates
     response to appropriate Union;
Maintains departmental compliance with the County’s Worker’s
     Compensation policies and interaction with the County Self
     Insurance Administrator;
Collects data and is responsible for compliance with OSHA;
Prepares a variety of minutes and reports for the Quality Assurance
     Team, Management Team, Resident Council and others, and
     distributes these reports;
Assists with assembling back-up materials for resolutions to be
     presented to the County Legislature;
Prepares annual rate change addenda to be distributed to residents
     and responsible parties;
Responds to and/or refers outside concerns in the absence of the
     Administrator;
Assists with formulation and preparation of departmental budget;
Plans and implements the marketing program of the nursing home,
     including print and radio advertisements;
Staffs, trains, and supervises front desk staff for nursing home;
Prepares letters and notices to families;
Prepares grant applications;
Serves as liaison to Nursing Home Corporate Compliance Officer;
Files and maintains Criminal History Record Checks for all new employees.

The above examples of duties are intended only as illustrations of the various types of work performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES AND/OR PERSONAL CHARACTERISTICS:  Good knowledge of office terminology, practices and procedures; ability to type accurately at an acceptable rate of speed; proficiency with Microsoft Office; ability to understand and follow oral and written directions; ability to work under time constraints and handle multiple assignments; ability to maintain confidentiality, good judgment, initiative, resourcefulness, tact and courtesy.