Job Information
Richmond Community Services Quality Assurance Administrative Assistant in Mount Kisco, New York
The Quality Administrative Assistant serves as the administrator for RCS’s Electronic Health Records (EHR) for individuals receiving services and ensures proper implementation and regulatory compliance with each module, including set-up, training, and implementation.
The Quality Administrative Assistant demonstrates knowledge of Richmond’s quality mission, vision, and values. In addition, this position actively participates in quality improvement projects (e.g., communicating issues, offering suggestions) to ensure ongoing excellence of services, programs, and staff to maximize the quality of life for individuals supported by RCS.
Essential Job Functions
• Provides direct administrative and secretarial assistance to the Quality Improvement Director and Quality Improvement team. This includes typing reports, memos and letters, filing, data entry, handling in-coming and outgoing mail, maintaining department electronic files relating to incident management, policies and procedures, tracking and trending systems etc., which may include sensitive and confidential information concerning the affairs of the individuals served, the Agency and the professional and personal performance of staff. This requires manual dexterity to use a computer keyboard, visual acuity, and the ability to read and write using the English language.
• Exercises independent judgment and responds on behalf of the Director of Quality Improvement and team, as appropriate, to provide information, schedule meetings, answer and screen telephone calls, take messages and/or refer calls to appropriate people. This may include contact with DQI, Justice Center and public officials, individuals served and their families, agency administrators, etc. This requires acuity and the ability to communicate verbally using the English language.
• Independently composes business letters, memos and reports and completes special projects as assigned.
• Prepares relevant materials for IRC (Incident Review Committee), Quality Improvement meetings and various meetings, as assigned. Coordinates details and makes all arrangements for meetings and/or training sessions, as assigned. Ensures that all appropriate staff and others are informed of meeting schedules and said arrangements via telephone, written communication, or electronic meeting invitations. Confirms attendance and disseminates appropriate information/materials. Updates the Agency calendar to reflect changes.
• Under the direction of the Director of Quality Improvement, assists in the coordination of department and/or agency-wide initiatives, such as undertakings relating to the Agency’s Quality Improvement Plan, Incident Management, Incident Review Committee, Quality Matters Awards, Implementation and on-going maintenance of Electronic Record Systems. Distributes and collects relevant information and notifies the Director of Quality Improvement of the status of projects.
• Attends meetings as required. Takes minutes, as assigned, and distributes same with pertinent follow-up dates for issues discusses. Ensures minutes are filed appropriately. Manual dexterity is required to write the minutes.
• Creates and maintains confidential and other files for the Director of Quality Improvement. The requires the need to stoop of crouch to floor level and reach extending arms to heights of up to five (5) feet.
• Maintains various reports and/or lists relating to Incident Management, DQI activities, Corrective Action Plans, and Health and Safety by performing manual and/or computer data entry of updates and/or changes, as necessary. Tracks the information to ensure ongoing and timely updates. Posts updated information and disseminates material to the appropriate staff, on a regular basis.
• Monitors stock inventory of stationery, forms, and office supplies and re-stocks these items as needed. Maintains the organization of the supply closets and cabinets for the respective senior management by bending, stooping, and kneeling to ground level and reaching to a level of up to six (6) feet. May have to use a step stool or ladder.
• Photocopies, collates, and distributes various documents, memos, letters, etc., as necessary. This requires the need to stand on feet to feed documents into a copier.
• Perform minor audit functions within the department to ensure timely RMA entries and investigation files.
Qualifications and Minimum Requirements
• High School Diploma, Business/Secretarial School graduate preferred.
• A minimum of three years healthcare secretarial/administrative experience. 2+ years working for multiple staff preferred.
• Valid driver’s license required. Reliable transportation for local travel is preferred.
• Must be flexible and able to provide on-call coverage for emergency incident triaging as assigned.
Pay starting from $27.48 to $30.95, pay commensurate based upon experience.
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