Incident Management Administrative Assistant

Job Overview:

The Incident Management Administrative Assistant is responsible for the management of the "front end" administrative tasks of the investigation process as outlined below. This position requires applicants who reside outside of New York City to have a valid driver's license and reliable transportation. Travel reimbursement is provided. The role also requires occasional travel to Albany, NY typically once per week. Additional trips may be necessary during weeks when Part 624 investigation reports must be completed. These reports carry strict deadlines, so flexibility with travel days may be required at times. Employees must have access to a quiet, distraction-free work environment, or the ability to work from one of our regional office locations. This job description is not all inclusive and the employee may be asked to assume additional responsibilities as the need arises.

Essential Responsibilities:

Responsible for the Incident Management email mailbox; reviewing incoming emails/incidents and responding to emails, during regular business hours. Responsible for the follow up of the Incident Investigators' recommendations to the appropriate parties following the completion of an investigation and tracking their return to ensure completion, as well as the follow up for any subsequent updates relevant to the incident. Responsible to enter incidents into the appropriate databases, including; main Reportable Incident Management databases, statewide incident system, internal Incident Management database and update as needed Participate in Incident Review Committee meeting and record meeting minutes. Assist with gathering data for the monthly/quarterly/end of year trend reports for executive office and the board members. Assist Incident Investigators with organizing the investigative files and uploading the files (statements, documents, evidence gathered) into the statewide system. Monitor and track the status of the investigation (via database alerts) and will send out periodic reminders to the Incident Investigator as due dates are approaching. Assist with scheduling meetings and interviews for investigations as needed. Maintain current trainings relative to the performance of incident management responsibilities and as required. Develop an understanding of the Part 624/625 Handbook, commentary, and FAQs and provide support as appropriate. Participates in any other mandatory meetings, as necessary. Performs other duties as assigned.

Specific Knowledge, Skills and Abilities:

Excellent organizational skills. Excellent data gathering and analytical skills. Ability to prioritize and problem solve; use good judgment, Excellent presentation and coaching skills. Must be able to adapt to various scenarios and work as a part of a team. Ability to demonstrate a high degree of self-direction and initiative. Ability to multitask. Professional presence. Articulate; strong oral and written communication skills.

Computer skills:

Windows, Word, PowerPoint, Excel, and Access. Travel is required when needed.

Experience and Licenses:

Must have a minimum of 3 years' experience working in the ID/DD field. Must be familiar with basic IM reporting requirements

Benefits:

401K Retirement Plan & Employer Matching Health Insurance (Medical, Dental, Vision, Life & LTD) Employer Sponsored Flexible Spending Account (FSA) Generous Paid Time Off (PTO) Package, including birthday 9 legal holidays and 8 floating holidays Employee Assistance Program Travel Reimbursement Phone/Internet Reimbursement Company Provided Team Time