Senior Office Assistant

The Suffolk County Department of Health Services is seeking a Senior Office Assistant for the Division of Community Mental Hygiene.

An employee in this class performs a variety of difficult and responsible clerical and typing functions. The principal emphasis of this position is upon the wide variety of clerical tasks performed, which require the application of independent judgment and clerical knowledge. The nature of the work is such that the incumbent may be required to operate a variety of office equipment. Supervision may be exercised over a small number of employees assisting in routine details. Work is performed under general supervision and is reviewed by a supervisor through observation of results, periodic audits of work performed and by advice and assistance on unusual problems. Does related work as required.

Work Schedule:

Monday-Friday

9:00am-5:00pm

Work Location: Farmingville Mental Health Outpatient Clinic

KEY RESPONSIBILITIES::

• Directs clerical detail work relating to personnel, purchasing, mail and correspondence, processing and filing of legal papers, relief orders, and other specialized documents;

• Instructs new staff members; over-sees and installs new work procedures and methods, provides training;

• Directing and coordinating the Front Desk activities; assists with clerical duties.

• Maintain Prescriber log sheets and review daily.

• Coordinate hospital discharges and maintain the referral log.

• Assist with outreach calls and send letters to medication clients for missed appointments and last-seen reports.

• Arrange prior authorizations for medication changes.

• Assist with client MAS transport services, including standing transport arrangements and form renewals.

• Generate and analyze reports for client financial reviews, preparing related letters.

• Update insurance information in the Electronic Medical Records (EMR) system.

• Create and maintain patient insurance files; follow up on insurance matters and update census insurance changes.

• Manage building operations, such as the oversight of building keys, security key cards, building maintenance, etc and assist with problem resolution; Monitor office supply inventory and reorder as needed.

• Handle front desk operations, including scheduling appointments and greeting patients;

• Answers phone calls and other forms of communication;

• May serve as receptionist.

Salary: $ 35,209

• This position does not offer relocation assistance at this time

Sponsorship is not available for this role

Work Schedule:

Monday-Friday

9:00am-5:00pm

Work Location: Farmingville Mental Health Outpatient Clinic.

MINIMUM QUALIFICATIONS:

OPEN COMPETITIVE

Education: Graduation from a standard senior high school or possession of a high school equivalency diploma.

Experience: Two years of clerical experience.

IMPORTANT NOTE: Additional education beyond high school from a college with federally-authorized accreditation or registration by NY State, may be substituted for the above experience on a year-for-year basis.

ADDITIONAL POSITION DETAILS:

• Good knowledge of general office terminology, procedures, equipment and clerical techniques

• Good knowledge of business English, spelling and arithmetic

• Skill in typing accurately

• Ability to understand and carry out complex oral and written instructions

• Ability to make minor decisions in accordance with laws and regulations and to apply these to work problems

• Ability to assign, supervise and review the work of a small group of clerical personnel in a manner conducive to full performance and high morale

• Ability to establish and maintain effective working relationships with co-workers, supervisors and the general public

• Ability to make arithmetical computations and tabulations accurately and with reasonable speed

• Physical condition commensurate with the demands of the position.

BENEFITS SNAPSHOT

• Suffolk County Deferred Compensation Plan,

www.scdeferredcomp.org

• Qualifying employees will be eligible to participate in the County's Health Benefits plan,

www.EMPH.org

• Dental, Vision, Legal and Prescription reimbursement coverage for eligible employees,

www.scmebf.org

• Tuition Reimbursement

• NY State Employees Retirement System

• Two (2) weeks paid vacation during the first year of employment (accrued)

• Thirteen (13) days per year sick leave (accrued)

• Four (4) personal days per year, prorated during first and last year of service, one day per quarter.

This Role Is A Provisional Appointment

A provisional appointment, which occurs only in the competitive class, is a temporary appointment to a position for which no eligible list exists or for which an eligible list exists with fewer than three candidates who are willing to accept the position. In order to become permanent, the employee who is provisionally appointed must take the next examination for the position in question. The appointment to the position is then made from among the three highest scoring passing candidates who indicate their willingness to accept the position. Civil Service law does not compel the appointing authority to choose the provisional employee should he or she be one of the three candidates.

Additional details regarding a Provisional Appointment can be reviewed at:

https://www.suffolkcountyny.gov/Departments/Civil-Service/faqs

PROMOTIONAL

Two (2) years of permanent competitive status as a(n): Office Assistant, Office Assistant (Spanish Speaking), Clerk, Clerk (Spanish Speaking), Data Entry Operator, Library Clerk, Library Clerk (Spanish Speaking), Law Library Clerk, Legal Secretary, Medical Records Clerk, Medical Records Clerk (Spanish Speaking), Medical Transcriptionist, Personnel Transactions Clerk, Police Operations Aide, Real Property Recorder I, School Attendance Aide, Stenographer, Stenographer (Spanish Speaking) or Switchboard Operator.

Suffolk County's Commitment to Diversity, Inclusion & Equity:

• Our focus is to promote, support, and implement the County-wide diversity and inclusion strategic plan.

• We achieve results in all our responsibilities through the use of diversity and inclusion best practices.

• We maintain a familiarity with Diversity & Inclusion trends and best practices.

Suffolk County is an Equal Employment Opportunity Employer and does not discriminate against applicants or employees on the basis of race, color, religion, creed, national origin, ancestry, disability that can be reasonably accommodated without undue hardship, sex, sexual orientation, gender identity, age, citizenship, marital or veteran status, or any other legally protected status.