Office Assistant 2 (NY HELPS)

Duties Description The Office Assistant 2 (OA 2) will provide high-level administrative support to medical staff, including managing phones for the Medical Director when in the building. They will track and ensure timely completion of periodic medical visits by Advanced Practice Clinicians (APCs) and Physicians, reducing compliance lapses; manage and maintain the Medical Director’s rounding schedule, ensuring up-to-date tracking of new admissions and readmissions; facilitate monthly medical coverage planning, ensuring uninterrupted care. The OA 2 will develop and distribute the monthly on-call schedule for Nursing, Administration, Physicians and Medical Director; confirm all scheduled appointments for the following day, handle rescheduling, and manage incoming referrals. The incumbent will reconcile weekly Leave and Accrual Tracking System (LATS) timecards for Physicians and Advanced Practice. Clinicians (APCs) against agency timecards to ensure accuracy and compliance; manage leave slips and update staff hours in Onshift weekly schedule managing system; complete and submit monthly Overtime Justification Reports. The Office Assistant 2 will initiate, process, and distribute Veteran Admission documents (1010sh forms) for provider signature. Prepare 21-2680 forms for Social Services and Rehab, facilitating completion and distribution upon request from leadership. Acts as the Medical Records back-up, ensuring ADT notices are sent when the HIMT1 and desgined backup are absent. Serve as the primary point of contact for outside appointments, providers offices, and transportation companies, answering multiple phone lines and manage walk-in resident/family inquiries with high level customer service. Coordinate and follow up on consultations and outside appointments as ordered. Handle logistics and schedule updates for Trip Float Staff and coordinate outside transportation for resident appointments. Direct family members and patients to the appropriate staff or department upon arrival. Qualifications Minimum Qualifications Reassignment and Transfer Candidates: Current New York State Department of Health employee with permanent or contingent permanent service as an Office Assistant 2, Grade 9; OR current New York State employee with one year or more of permanent or contingent permanent, competitive service in a title eligible to 70.1 transfer to Office Assistant 2, Grade 9. Promotional Provisional Appointment: In the absence of an eligible list with three or more candidates willing to accept a position, a provisional appointment may be considered. For provisional appointment, candidates must meet one of the following minimum qualifications: Be a current NYS Department of Health employee with one year of permanent competitive or 55-b/55-c service as an Office Assistant 1, Grade 6, or Office Assistant, Clerical, or Keyboarding title allocated to a Grade 6 or higher. NY HELPS Minimum Qualifications One year of clerical experience. Qualifying Titles Are Available At Preferred Qualifications The preferred candidate will have experience in a Healthcare setting and support to a Medical Team. Additional Comments Other specific duties relating to the ones described above will be reviewed during the interview process. One permanent or provisional, competitive full-time appointment, or non- competitive full-time appointment via HELPS. Transfer candidates may be asked for their Social Security Number to verify your transfer eligibility. For more information on transfer types, transfer eligibility criteria, and the current transfer determinants for your title, visit the following website: Non-Competitive Promotion If there are three or fewer qualified candidates interested in the appointment to this position, a permanent appointment may be made pursuant to Section 52.7 of the Civil Service Law. To be eligible, candidates must be an employee of the Department of Health Veterans Home at Oxford and have one year of permanent competitive service as an Office Assistant 1, Grade 6, or Office Assistant, Clerical, or Keyboarding title allocated to a Grade 6 or higher. For additional information about NY HELPS Program, please refer to When reviewing qualifications, omissions and vagueness cannot be interpreted in the candidate’s favor. Candidates are responsible for providing accurate and clear descriptions of their experience demonstrating how they meet the minimum qualifications. This position is part of the NYS HELPS program. No examination is required. We offer a work-life balance and a generous benefits package, worth 65% of salary, including: Holiday & Paid Time Off Public Service Loan Forgiveness (PSLF) Pension from New York State Employees’ Retirement System Shift & Geographic pay differentials Affordable Health Care options Family dental and vision benefits at no additional cost NYS Deferred Compensation plan Access to NY 529 and NY ABLE College Savings Programs, and U.S. Savings Bonds And many more... The NYS Department of Health is committed to making New York a safer, healthier, and more equitable place to live. Understanding health equity, social determinants of health and health disparities is critical to accomplish our goal of eliminating health disparities. For more information on the NYS Department of Health’s Mission, Vision, Values and Strategic Plan, please visit: If you require reasonable accommodation to complete a job application, a job interview or to otherwise participate in the hiring process, please contact by phone View phone number on click.appcast.io or email View email address on click.appcast.io to make a request. NYS Department of Health does not participate in E-Verify and does not sponsor visa applications. For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts. #J-18808-Ljbffr