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We are seeking an experienced Administrative Assistant to support a fast-paced, high-volume office environment. This role requires a highly organized, dependable professional capable of providing high-level administrative support and managing multiple priorities.

• Prepare reports and handle information requests
• Perform clerical functions including preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings
• Manage presurvey packets, FOIL requests, and waiver tracking
• Maintain facility roster database, mortality database, and incident report tracking
• Utilize ASPEN and ACO for surveillance reports
• Use ACO for complaint tracking and posting SODs and surveillance letters
• Use HCS for secure file transfers to DAL
• Complete CMS uploads and QIES Casper presurvey reports
• Prepare Life Safety Code reports and submit 2803d abuse cases to DLA
• Track CAN training programs and emergency response requests from facilities
• Prepare letters related to surveys, complaints, and PSRs, and close complaints
• Perform data entry and maintain paper and electronic filing systems
• Maintain up-to-date program information on boards, log books, and in ACO/ACTS systems

Qualifications

• Minimum 5 years of experience working with the New York State Department of Health
• High school diploma or equivalent required
• At least 2 years of experience in a professional office setting
• Strong working knowledge of Microsoft Office, specifically Word, SharePoint, and Excel
• Ability to enter and extract data from electronic databases
• Ability to work independently and collaboratively with diverse personalities
• Strong organizational skills with the ability to manage shifting priorities

• Certification in Microsoft Office products
• Experience working with ASPEN, HCS, and QIES
• Experience with CMS, SODs, and DLA

Benefits:

• Health Insurance
• Sick Time
• 401k

Location: 217 South Salina St., Syracuse, NY 13202

Duration: approximately 2 years
Apply by deadline: 3/9/2026
Shift Days/Times: M-F: 9am-5pm

Pay Range: $19.00 - $21.00 per hour (Depending on experience and qualifications)

By applying for this job, you agree to receive calls, AI-generated calls, text messages, or emails from HEPCO, Inc and its affiliates, and contracted partners. Frequency varies for text messages. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages. You can reply STOP to cancel and HELP for help. You can access our privacy policy at https://www.hepcoinc.com/privacy/

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, marital status, national origin, age, veteran status, disability, or any other protected class.