Long-Term Care Processing & Enforcement Admin Assistant

State of Indiana•Indianapolis, IN

About The Position

This position provides administrative and clerical support for Licensing, Enforcement, and Survey Processing for Long Term Care and the ICF/IID programs. It primarily tracks survey data and forms and ensures data is entered accurately and on time into federal databases to meet federal performance standards. The role scans public and confidential records for the Licensing, Enforcement, and Survey Processing areas and serves as backup for other administrative assistants as needed. The position provides administrative assistance, serves as a liaison with program administration, state agencies, and interested parties, and offers routine policy interpretation. It researches and prepares reports, processes correspondence, communicates with the public and other agency representatives, routes incoming correspondence, reviews documents for accuracy and compliance, obtains approvals when needed, provides technical guidance, prepares manuals, and coordinates clerical and administrative functions. Duties may change or be assigned as needed. The role may be used in a supervisory capacity based on agency needs.

Requirements

General knowledge of office administrative functions, theories, and principles.
Working knowledge of research techniques and report composition.
Working knowledge of the functions of other departments and agencies and their impact on the department.
Effective written and verbal communication skills.
Attention to detail and proofreading skills.
Organizational skills, including the ability to prioritize tasks and multitask.
Ability to use Microsoft Office Suite, including Word, Excel, and Outlook.
Ability to analyze procedures and policies and write procedural manuals to recommend improvements.
Ability to coordinate the work of section staff.
Ability to maintain cooperative work relationships.
Ability to perform essential functions with or without reasonable accommodation.
A degree is not required. A high school diploma or HSE and at least three years of experience applying the outlined knowledge, skills, and abilities in a similar role may be considered.

Responsibilities

Track survey data and forms and ensure timely, accurate entry into federal databases.
Scan public and confidential records for Licensing, Enforcement, and Survey Processing.
Provide administrative and clerical assistance to a department or division.
Act as a liaison among program or department administration, state agencies, and interested parties.
Provide routine policy interpretation and related decisions to interested parties.
Research and prepare reports for a supervisor.
Prepare and process correspondence and communicate with the public and other agency representatives.
Direct incoming correspondence to the appropriate individual.
Review incoming documents for accuracy, completeness, and compliance with applicable rules and regulations; obtain approvals when needed.
Provide technical guidance and compose manuals for agency personnel.
Coordinate clerical and administrative functions.
Serve as a backup for other administrative assistants as needed.
Coordinate the work of section staff when applicable.

Benefits

Three medical plan options, including prescription coverage, plus vision and dental plans.
Wellness Rewards Program with gift card rewards for completing wellness activities.
Health savings account with a bi-weekly state contribution.
Deferred compensation 457(b) account with employer match.
Two fully funded pension plan options.
Leave policies including paid New Parent Leave and Childbirth Recovery Leave for eligible employees, community service leave, and combined vacation, personal, and sick leave.
Paid holidays.
Education Reimbursement Program.
Group life insurance.
Referral Bonus program.
Employee assistance program with covered behavioral health visits.
Qualified employer for the Public Service Loan Forgiveness Program.
Free parking for most positions.
Free LinkedIn Learning access.