Office Assistant 2

Office Assistant 2

Employee Health Service (EHS) is responsible for medical examination services, including pre-employment, fitness-for-duty / return-to-work, and occupational health examinations, for all New York State departments and agencies. In addition, Health Service Nurses perform occupational health screening and immunization services throughout the State. This position will play an important role in helping to ensure the health and safety of employees throughout New York State agencies.

The Office Assistant 2 duties in Employee Health Services will include but are not limited to the following:

• Clerical Support Activities:
• Completion of typing all Agency Referral and Reinstatement letters and assembling charts for physicians' review and sending final correspondence to Agencies' and Clients.
• Completion of processing Medical Records requests including reviewing, pulling, copying, and logging of chart documents requested.
• Completion of Front Desk activities including checking in clients, answering direct phone line as well as assisting answering EHS Main and Administration phone lines, documenting, and distributing incoming faxes.
• Performs various billing activities such as charge capture and invoice review.
• Maintaining back up for the main line phones.
• Data entry of client information into multiple information systems to support Front Desk activities and files client charts daily from an assigned filing section.
• Providing clerical, administrative and office support including data entry, records maintenance, transaction processing and information retrieval and verification
• Scheduling Support Activities:
• Scheduling pre-employment, occupational health, and fitness-for-duty/agency referral examinations.
• Scheduling and performing clerical activities such as sending correspondence associated with pre-employment candidates.
• Preparing and sending remediable letters to pre-employment candidates and answering questions from candidates and agencies concerning determinations.
• Processing and information retrieval and verification.
• Clinical Support Activities:
• Assembly of all medical records type for review by EHS clinicians.
• Pulling medical records for all exam types including OH Clients, preparing charts for fitness-for-duty clients, and mailing and monitoring chest x-rays to clinical staff.
• Processing incoming Respirator Questionnaire forms.

NY HELPS

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). For the duration of the NY HELPS Program, this title may be filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply.

At a future date, it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State. While serving permanently in an NY HELPS title, employees may take part in any promotion examination for which they are qualified.

NON-COMPETITIVE MINIMUM QUALIFICATIONS (NY HELPS): One year of Clerical Experience.

REASSIGNMENT QUALIFICATIONS: Current Department of Civil Service employees with one year of permanent, contingent permanent, or 55 B/C service as a/an Office Assistant 2, if less than one year, you must be currently reachable on the Office Assistant 2 eligible list for the Cohoes location if one exists.

COMPETITIVE QUALIFICATIONS: You must be reachable on the current eligible list or eligible for transfer.

70.1 TRANSFER QUALIFICATIONS: One year of permanent, contingent permanent, or 55 B/C service in a title eligible for transfer and determined to be similar by Civil Service.

For transfers, a list of approved titles is available through Civil Service GOT-IT at

PROVISIONAL QUALIFICATIONS: Based on the results of the canvass of the current eligible list for the XXXX position, the Department may elect to make a provisional appointment to this position rather than a permanent appointment should the eligible list have less than three candidates interested. If a provisional appointment is made, the appointed candidate will be required to compete in the next holding of the XXXX exam and be reachable for appointment from the newly established eligible list.

The minimum qualifications for Provisional appointment are:

• One year of permanent, contingent permanent, or 55 B/C service as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher.

NON-COMPETITIVE PROMOTION (NCP) QUALIFICATIONS: The Department of Civil Service is considering making a request to the Department of Civil Service to hold a non-competitive promotion examination for the above title in accordance with Section 52.7 of the Civil Service Law if three or fewer interested promotional candidates respond to this notice. Before submitting such a request, we must ascertain if anyone meeting the minimum qualifications is interested in competing in a promotional examination for the above title and if they would accept appointment if offered. To qualify, you must be a current Department of Civil Service employee. If certified by Civil Service, mandatory reemployment list candidates must be considered first for appointment to this title. Please note this will be a competitive appointment. The term non-competitive refers to the appointed candidate not needing to compete in the next holding of the examination.

The minimum qualifications for NCP appointment are:

• One year of permanent, contingent permanent, or 55 B/C service as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher.

SUBSEQUENT 55B/C QUALIFICATIONS: A subsequent 55 B/C appointment may be considered if you have one year of permanent, contingent-permanent, or 55 B/C service in an eligible position allocated to Grade 7. To be considered, you must provide a copy of your letter of eligibility with your response.

55 B/C QUALIFICATIONS: Current permanent non-competitive state employees certified eligible for the 55 B/C program under the Governor's Program to Hire Persons/Veterans with Disabilities pursuant to Section 55 B/C of the Civil Service Law will also be considered. To be considered, you must provide a copy of your letter of eligibility with your response.

It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.

#TeamCivilService is growing and is looking for motivated, forward-thinking employees to join our team to build a dynamic workforce. The Department of Civil Service is undertaking several initiatives to transform the way the agency delivers services to our partner agencies and to the public, and we are excited to be adding new members to the team. In addition to joining a growing team and agency, employees will also receive a comprehensive benefits package.

The Department of Civil Service is the central personnel agency for the Executive Branch of New York State government, serving approximately 150,000 employees. Our mission is to build tomorrow's workforce today by promoting a diverse, inclusive, and talented workforce. We lead and deliver world-class workforce management strategies by providing innovative solutions based on merit, fitness, and equality of opportunity.

Among its duties, the Department:

• Partners with State agencies to offer workforce recruitment and placement services, including developing minimum qualifications, classifying positions, developing civil service examinations, and administering performance assessment tests.
• Administers the New York State Health Insurance Program ( one of the largest public employer health insurance programs in the nation, serving more than 1.2 million lives.
• Assists municipal agencies with civil service administration of more than 360,000 local government employees.
• Oversees the Governor's Program to Hire Individuals and Veterans with Disabilities ( to place individuals with disabilities in State jobs and the New New York Leaders Initiative Student Intern Program. (

NOTE ON TELECOMMUTING: DCS employees may be approved for a maximum of 50% telecommuting, however, they are required to apply and obtain approval through management in accordance with DCS Telecommuting Program Guidelines.

The Department of Civil Service is proud to be an equal opportunity employer. We encourage women, people of color, LGBTQ individuals