Duties Description The Office Assistant 2 (OA 2) will work alongside the Assistant Director of Nursing (ADON) with review, log, and entering Accident/Incident Reports (A&Is) into the Electronic Medical Record system used for Activities of Daily Living documentation (ADL EMR) and logbook. Office Assistant 2 will assist ADON with updating and sending out the Administrator’s Daily Report (ADR). They will also use Falls Tracking and Quality Assurance and Performance Improvement calculations as needed by ADON. The OA 2 will assign new Nurse Assessment Coordinators in ADL.
The incumbent is responsible for OnShift scheduling, fixing previous issues, master schedule reviews, 4-week staffing analyzation, and for scheduling creations, changes, additions and subtractions. They will schedule transfer, training of new schedulers, training of new processes implemented, filling holes in the schedule, arranging time off, FMLA upkeep, restriction list, mandatory overtime (MOT), Census, and Occupational Treatment (OT) Book. The OA 2 oversees Nursing Office Schedulers and assists with the monitoring of daily tasks, such as sick doc evaluation and documentation prep.
The incumbent is in charge of the upkeep of all lists. (Seniority, Unit assignments, Interview tracking, 4-Week They oversee weekly agency timecards (fix LATS, send timecards in for payment), and Biweekly payroll (Assist payroll and supervisors with processing timecards)
The OA 2 will attend neighborhood meetings, take notes and create neighborhood meet minutes (daily). They will track employees that are not compliant with timecard submission and provide the proper disciplinary notification as directed by ADON/DON. In addition, they will help coordinate, scribe, and assist with RN/LPN/NAC meetings.
The Office Assistant 2 will be responsible for an array of clerical tasks such as printing labels, maintaining document updates as requested and document copies for Nursing office and Units, Department of Health census calculations (annually), evaluations logging and processing improvement as needed in coordination with ADON. They will stock and order supplies as needed. They will monitor Retain Pinnacle Staff surveys for compliance and concerns and update DON/ADON as needed. The OA 2 will assist the pharmacy tech in Medication Dispensing Computer (MDC) with any clerical tasks as needed.
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 Opportunity: In the absence of an eligible list with three or more candidates willing to accept a position, a provisional appointment may be considered. For provisional appointment, candidates must meet one of the following minimum qualifications: 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:
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Preferred Qualifications: The preferred candidate will be Fluent in Word, Excel, and OnShift (or similar staffing systems) and have the ability to multi-task as needed. The OA2 is a grade 9 position and is tasked with oversight of the two grade 8 schedulers.
Some positions may require additional credentials or a background check to verify your identity.
Office Assistant 2 (NY HELPS) - 61468 • Chenango
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