Office Assistant 2 - Regional Perinatal Center/Birth Registrar - Full-Time Day Shift (9:00 AM - 5:00 PM)

Stony Brook University • Town of Brookhaven, NY

22h • Onsite

About The Position

Office Assistants perform office support and clerical work to meet the requirements of agency programs. Such work may consist of, but is not limited to: data entry; math or calculations; mail, supply, and inventory-related tasks; keyboarding and other document preparation tasks; answering telephones; completing forms; assisting customers; creating or assisting in the preparation of reports, charts, graphs, and tables; and other related activities. This work is accomplished in accordance with applicable procedures, rules, regulations, and laws.
Office Assistants 2 may perform any of the duties of Office Assistants 1, and typically supervise two or more lower-level staff. Non-supervisory positions perform complicated clerical and office support activities that require substantive knowledge of the program and/or of the program’s governing laws, rules, or regulations. Such laws, rules, or regulations may be subject to frequent change. Incumbents typically handle sensitive applications, requests, or inquiries in which management or executive staff may be contacted or interested. They process applications or requests that do not meet normal parameters and may require additional research and consultation with higher level staff. They also perform activities that may require coordination with internal or external parties. Duties of non-supervisory Office Assistants 2 may include the following.
Interviews patients daily to gather information to complete the birth certificates.
Assist in preparing accurate documentation of Acknowledgement of Parentage.
Prepares a batch list to be sent out to Town of Brookhaven as needed.
Ensures on monthly basis that all birth certificates are completed and sent to Town of Brookhaven.
Collects and reviews content of the birth certificate paperwork from new parents. Ensuring that it is complete without error, and that the information contained therein is correct.
Utilizing Electronic Medical records to code and enter a minimum of 10 packets per day into on-line state computer system (SPDS).
Maintain at least a 95%25 accuracy rating for typing the birth certificate.
Electronically send the birth certificate to the Township of Brookhaven and to Albany.
Returns to patients to rooms a daily basis to check their progress, completing the birth certificate paperwork.
Birth Registrar requires the Birth certificate paperwork to be processed within 24 hours of receipt of the packet.
Answers any questions that parents might have regarding the birth certificate packet, acknowledgement of Patient or Social Security card.
Design clerical processing procedures.
Gather, compile, and prepare data from manual or automated files and other sources for various reports, publications, records, or other external or internal communications.
Respond to questions concerning the operation of the unit or program area.
Write responses to correspondence.
Resolve work problems.
Review forms and applications and make appropriate determinations.
Coordinate arrangements for meetings, courses, and other gatherings arrange for rooms, take attendance, and ensure that appropriate materials and equipment are available.
Qualified candidates will demonstrate excellent communication skills, interpersonal skills, knowledge and understanding of patient care and effectively respond to changing patient needs by making decisions based on ethical principles and adhering to our high standard of excellence.
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 maybe 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 this time, agencies may recruit and hire employees by making temporary appointments. In May 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin.
At a future date (within one year of permanent appointment), 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 a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

Requirements

• MUST have taken and passed the specific job related Civil Service exam and be reachable on the appropriate Civil Service list.
• Office Assistant 2 Promotion: one year as an Office Assistant 1; or one year of permanent service in a clerical or keyboarding title allocated to Grade 5 or higher.
• Qualified candidates will demonstrate excellent communication skills, interpersonal skills, knowledge and understanding of patient care and effectively respond to changing patient needs by making decisions based on ethical principles and adhering to our high standard of excellence.

Responsibilities

• Interviews patients daily to gather information to complete the birth certificates.
• Assist in preparing accurate documentation of Acknowledgement of Parentage.
• Prepares a batch list to be sent out to Town of Brookhaven as needed.
• Ensures on monthly basis that all birth certificates are completed and sent to Town of Brookhaven.
• Collects and reviews content of the birth certificate paperwork from new parents. Ensuring that it is complete without error, and that the information contained therein is correct.
• Utilizing Electronic Medical records to code and enter a minimum of 10 packets per day into on-line state computer system (SPDS).
• Maintain at least a 95%25 accuracy rating for typing the birth certificate.
• Electronically send the birth certificate to the Township of Brookhaven and to Albany.
• Returns to patients to rooms a daily basis to check their progress, completing the birth certificate paperwork.
• Birth Registrar requires the Birth certificate paperwork to be processed within 24 hours of receipt of the packet.
• Answers any questions that parents might have regarding the birth certificate packet, acknowledgement of Patient or Social Security card.
• Design clerical processing procedures.
• Gather, compile, and prepare data from manual or automated files and other sources for various reports, publications, records, or other external or internal communications.
• Respond to questions concerning the operation of the unit or program area.
• Write responses to correspondence.
• Resolve work problems.
• Review forms and applications and make appropriate determinations.
• Coordinate arrangements for meetings, courses, and other gatherings arrange for rooms, take attendance, and ensure that appropriate materials and equipment are available.

Benefits

• SBUH provides generous leave, health plans, and a state pension that add to your bottom line.
• Location pay for UUP, CSEA & PEF full-time positions ($4000)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed