Office Assistant 2 (NY HELPS) - 61467

This position is part of the NYS HELPS program. No examination is required.

About the Role

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.

Responsibilities

• 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.
• 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.
• 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 the Onshift weekly scheduling system.
• Complete and submit monthly Overtime Justification Reports.
• 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.
• Act as the Medical Records back-up, ensuring ADT notices are sent when the HIMT1 and designated backup are absent.
• Serve as the primary point of contact for outside appointments, providers' offices, and transportation companies, answering multiple phone lines and managing walk-in resident/family inquiries with a high level of 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. Candidates must meet one of the following:
  • 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 this link.
• Non-Competitive Promotion: If there are three or fewer qualified candidates interested in the appointment, a permanent appointment may be made pursuant to Section 52.7 of the Civil Service Law. 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.

Preferred Qualifications

• Experience in a healthcare setting and support to a medical team.

Benefits

• Work-life balance and a generous benefits package worth 65% of salary.
• 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.

For more information on the NYS Department of Health’s Mission, Vision, Values, and Strategic Plan, visit this link.