Secretarial Science Jobs Near Me

About Us:

ODH is seeking to fill an Administrative Professional 3 position within the Bureau of Survey & Certification (BOSC). BOSC is responsible for conducting survey inspections to ensure health care providers and clinical laboratories are compliant with state and federal requirements. For more information about The Bureau of Survey and Certification, please CLICK HERE.

What You'll Do:

• This position will schedule Nursing Home, Acute and Continuing Care, and Hospital licensure surveys for our Health Care Facilities Surveyors (Field Staff). This is a critical function to our our Survey process.
• Analyze listings of healthcare facilities to determine survey schedule needs and provide supervisor with analysis/reports of facilities to be surveyed.
• Recommend priority of surveys to be scheduled, based on factors such as, timeframe since last survey, history, and resources available to complete the survey. 
• Monitor progress of standard and complaint surveys through the entire survey cycle to assure timelines are met and to ensure compliance with state and federal regulations.
• Use state and federal computer programs to coordinate surveyor travel to and from a provider location.
• Communicate with surveyors and managers on a routine basis regarding coordination of schedule changes including reassignments based on priority.
• Perform administrative tasks as they pertain to the survey scheduling unit. Understands applicable laws, rules, policies, and procedures for healthcare providers.

Additional Duties:

• Perform secretarial and clerical tasks.
• Prepare written reports summarizing findings and recommendations by compiling and gathering information (e.g., number of facilities surveyed, man hours spent by surveyor discipline, number of complaints) into reporting categories from various sources (e.g., monthly schedule).
• Establish and maintain survey documents (e.g., logs, charts) via PC and software packages (e.g., CALS); utilizing spreadsheets (e.g., Excel) and/or CALS on daily, weekly or monthly basis.
• Create reports outlining activity for assigned geographic area; via PC, update & maintain list of surveyor staff credentials on ongoing basis to assign various types of surveys. Revise & modify report formats to accommodate changes in reporting requirements (e.g., survey timeframes used or adjusted).
• Maintain tracking documents to track surveyor assignments (e.g., team coordinator, staggered assignments, overnight travel assignments).
• As assigned, research and compile survey scheduling information for special reports (e.g., number of facilities with no deficiencies, type of complaint surveys).

30 months of experience or training in secretarial/administrative professional field. 
OR 

Completion of associate core coursework in secretarial science or business office applications from accredited career school or community college AND 12 months of experience in secretarial/administrative professional field. 
OR 

12 months of experience as Administrative Professional 2, 16872. 
-Or equivalent of Minimum Class Qualifications For Employment noted above.

Applications of those who meet the minimum qualifications will be further evaluated against the following criteria: 

• Associates or advanced degree in business office administration or secretarial science
• Experience working with or in healthcare facilities (i.e., nursing home, assisted living, home health agencies, hospice)
• Experience scheduling daily work assignments for staff (not scheduling appointments)

• Experience using critical thinking to identify and resolve problems

• Experience multi-tasking or paying attention to details
• Experience with Microsoft Office Software (e.g., Excel, Word, Outlook, PowerPoint, Access)

• Experience communicating verbally and in writing

• Experience working with a team
• Experience gathering and organizing information

Job Skills: Administrative Support/Services

Technical Skills: Administrative support /services, Clerical & Data Entry

Professional Skills: Organizing & Planning, Written Communication, Attention to Detail, Strategic Thinking

EDUCATIONAL TRANSCRIPT REQUIREMENTS: 
Official educational transcripts are required for all post-high school educational accomplishments, coursework or degrees claimed on the application. Applicants will be required to submit an official transcript prior to receiving a formal offer of employment. Please note that a transcript is considered "official" only if it is an original copy from the educational institution and includes an institutional watermark, ink stamp, or embossed stamp. Transcripts printed from the institution's website will not be accepted. ODH reserves the right to assess the academic credibility of an educational entity's award of a putative degree.