Administrative Assistant 1 / Trainee 1 / Trainee 2

New York State Office of Mental Health is looking for motivated employees to join their team in the Department of Civil Service. The role involves providing administrative support in Employee Health Services, including front desk operations, scheduling, and clinical support activities.

Responsibilities

• Provide direct oversight of front desk client check-in process including coverage, paperwork preparation for clinic schedules, forms inventory, and locker key and number tag inventory
• Coordinate psychological testing materials and locations for candidates as they arrive for their appointments. Set-up testing and score materials. Provide the scored results to the psychologist for review
• Overseeing coverage of/and answering EHS Main, Administration and all Scheduling phone lines and transferring to the appropriate unit of staff member along with taking and distributing call-back messages
• Completion and assigning of typing all Agency Referral and Reinstatement letters and assembling charts for physicians’ review and sending final correspondence to Agencies’ and Clients. Including receiving, logging, and providing all eScribers dictated reports to EHS Providers
• Performs various billing activities such as charge capture and invoice review
• Ensure the completion of EHS LEAN figures for all Client time statistics
• Completion and assigning of processing Medical Records requests including reviewing, pulling, copying, and logging of chart documents requested
• Data entry of client information in systems to support Front Desk activities and files client charts daily
• Providing clerical, administrative and office support including data entry, records maintenance, transaction processing and information retrieval and verification
• Interprets and explains EHS Appointment scheduling policies and procedure to the professional staff of State agencies, EHS consultants and the public
• Serves as a liaison between medical staff, clinical support, and agency personnel officers in management of unique scheduling situations
• Provides direct supervision of other clerical staff (OA1/OA2)
• Prepares correspondence to patients, agency personnel officers and consultants concerning appointment times, locations, procedures, and policies
• Scheduling all pre-employment examinations for EHS clinic in Cohoes, and all EHS nurse units. Schedule all appointments at contract and consulting medical providers. Assures appointments are scheduled promptly
• Scheduling occupational health and fitness-for-duty/agency referral examinations
• Scheduling and preforming clerical activities such as sending correspondence associated with pre-employment candidates
• Develops, implements, and supervise the use of procedures and forms used in scheduling appointments and closing out computerized records related to appointments
• Enters all necessary information for scheduling and billing in systems. Monitors the performance of the system and works with EHS administration staff to develop improvements
• Assures all reports from consultants are received by EHS promptly
• Preparing and sending remediable letters to candidates and answering questions from candidates and agencies concerning determinations
• Processing and information retrieval and verification
• Assembly of medical records for review by EHS clinicians
• Pulling medical records for OH Clients, preparing charts for fitness-for-duty clients, and mailing and monitoring chest x-rays to clinical staff
• Processing incoming Respirator Questionnaire forms

Skills

• Six months of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration
• One year of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration
• Two years of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration
• Certification (e.g., IAAP Certified Administrative Professional) or associate's degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience
• Current Department of Civil Service employees with one year of permanent, contingent permanent, or 55 B/C service as an Administrative Assistant 1 / Trainee 1 / Trainee 2
• You must be reachable on the current eligible list or eligible for transfer
• 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
• 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 6
• Individuals 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
• It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume

Benefits

• 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
• 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 (https://www.cs.ny.gov/nyship/), 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 (https://www.cs.ny.gov/rp55/) to place individuals with disabilities in State jobs and the New New York Leaders Initiative Student Intern Program. (https://nysinternships.cs.ny.gov/nnyl/)
• 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.
• We are happy to provide reasonable and religious accommodations during the hiring process for those in need. If you have a disability or special need that requires accommodation, please send a request to [email protected]

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