Office Assistant 2

About the Role

Employee Health Service (EHS) provides medical examination services—including pre-employment, fitness-for-duty/return-to-work, and occupational health examinations—for all New York State departments and agencies. Health Service Nurses also perform occupational health screening and immunization services statewide. This position supports the health and safety of New York State employees through clerical, scheduling, and clinical support activities.

Responsibilities

• Clerical Support Activities
  • Type Agency Referral and Reinstatement letters, assemble charts for physicians’ review, and send final correspondence to agencies and clients.
  • Process Medical Records requests: review, pull, copy, and log chart documents.
  • Manage front desk duties: check in clients, answer direct and main EHS/Administration phone lines, document and distribute incoming faxes.
  • Perform billing activities, including charge capture and invoice review.
  • Provide backup support for main phone lines.
  • Enter client data into multiple information systems to support front desk operations and file client charts daily.
  • Deliver general clerical, administrative, and office support, including records maintenance, transaction processing, and information retrieval/verification.
• Scheduling Support Activities
  • Schedule pre-employment, occupational health, and fitness-for-duty/agency referral examinations.
  • Send correspondence to pre-employment candidates and prepare/send remediable letters.
  • Answer questions from candidates and agencies regarding determinations.
• Clinical Support Activities
  • Assemble medical records for review by EHS clinicians.
  • Pull medical records for all exam types, prepare charts for fitness-for-duty clients, and mail/monitor chest x-rays to clinical staff.
  • Process incoming Respirator Questionnaire forms.

Qualifications

Candidates must meet one of the following pathways to qualify:

• NY HELPS (Non-Competitive Appointment)
  • One year of clerical experience.
  • Note: This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). Eligible candidates may be appointed non-competitively (no examination required) and later converted to competitive status without further examination.
• Reassignment
  • Current Department of Civil Service employees with one year of permanent, contingent permanent, or 55 B/C service as an Office Assistant 2. If less than one year, must be reachable on the Office Assistant 2 eligible list for the Cohoes location.
• Competitive Appointment
  • Must be reachable on the current eligible list or eligible for transfer.
• Transfer
  • One year of permanent, contingent permanent, or 55 B/C service in a title deemed similar by Civil Service. Approved titles are listed on Civil Service GOT-IT.
• Provisional Appointment
  • One year of permanent, contingent permanent, or 55 B/C service in an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher.
  • Note: Provisional appointees must compete in the next examination and be reachable for appointment from the newly established eligible list.
• Non-Competitive Promotion (NCP)
  • Current Department of Civil Service employees with one year of permanent, contingent permanent, or 55 B/C service in an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher.
• Subsequent 55 B/C
  • One year of permanent, contingent-permanent, or 55 B/C service in an eligible position allocated to Grade 7. Must provide a copy of the 55 B/C eligibility letter.
• 55 B/C Program
  • Current permanent non-competitive state employees certified under the Governor’s Program to Hire Persons/Veterans with Disabilities (Section 55 B/C). Must provide a copy of the eligibility letter and meet open competitive qualifications (one year of service in an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher).

Candidates must clearly demonstrate how they meet the minimum qualifications in their resume. Failure to do so may result in disqualification.

Benefits

The Department of Civil Service offers a comprehensive benefits package, including participation in the New York State Health Insurance Program (NYSHIP), which serves over 1.2 million lives and is one of the largest public employer health insurance programs in the nation.