What are the responsibilities and job description for the Administrative Assistant 1/Trainee 1/Trainee 1 (NY HELPS) - 90602 position at New York State Department of Health?
Responsibilities Include
Duties Description
Sorting, opening, and prioritizing incoming mail
Assessing requests to determine compliance with HIPAA and HITECH standards for confidential medical records release and defining why requests cannot be complied with
Logging in new and updating ongoing requests in Access database
Researching possible Medicaid members in the eMedNY and legacy WMS databases to find or confirm their Medicaid identification
Accurately determining the appropriate disposition for each request
Printing completed Claim Detail Reports
Assembling accurate responses whether they are report, rejection, cannot comply, or no match responses
Mailing out responses
Logging all requests and updating the status
Other tasks that support the work of the unit
Qualifications
Minimum Qualifications
Reassignment & Transfer Opportunities: Current New York State Department of Health employee with permanent or contingent permanent status as an Administrative Assistant 1, Grade 11, OR: Current New York State employee with one or more years of permanent, contingent-permanent, or 55b/c service in a position allocated to Grade 6 or above, and eligible for transfer under Section 70.1 of the Civil Service Law to Administrative Assistant Trainee or Administrative Assistant 1.
Provisional Appointment: * In the absence of an eligible list with three or more candidates willing to accept a position, a temporary 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, clerical, or keyboarding title allocated to Grade 6 or higher. Qualifying titles are available at: https://www.cs.ny.gov/examannouncements/announcements/38701titles.cfm
NY HELPS Non-Competitive
Administrative Assistant Trainee 1: 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. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training at the Trainee 1, you will automatically advance to Trainee 2.
Administrative Assistant Trainee 2: 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. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training as a Trainee 2 you will advance to the full level of this title without further examination.
Administrative Assistant 1: 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. Note: Appointment may be made at either the Trainee 1 or Trainee 2 level (equated to Grades 8 or 10), or Administrative Assistant 1-Grade 11, depending on the qualifications of the candidate.
Preferred Qualifications: Knowledge of Microsoft Office Suite, Medicaid program, Medicaid claims, eMedNY system and/or HIPAA compliance standards preferred. Ability to type accurately at a moderate rate of speed preferred.
Additional Comments
Working in OHIP’s Division of Operations and Systems, in the Bureau of Privacy and Compliance, the candidate will report to the supervisor of the Data Access Unit. The candidate will work in the Bureau’s Claim Detail Report request process.
This position is part of the NYS HELPS program. No examination is required.
This position may require travel throughout New York State including overnights to areas not served by public transportation.
We offer a work-life balance and a generous benefits package, worth 65% of salary, including:
If you require reasonable accommodation to complete a job application, a job interview or to otherwise participate in the hiring process, please contact by phone 518-486-1812 or email doh.sm.reasonable.accommodation@health.ny.gov to make a request.
NYS Department of Health does not participate in E-Verify and does not sponsor visa applications.
For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts.
Duties Description
Sorting, opening, and prioritizing incoming mail
Assessing requests to determine compliance with HIPAA and HITECH standards for confidential medical records release and defining why requests cannot be complied with
Logging in new and updating ongoing requests in Access database
Researching possible Medicaid members in the eMedNY and legacy WMS databases to find or confirm their Medicaid identification
Accurately determining the appropriate disposition for each request
Printing completed Claim Detail Reports
Assembling accurate responses whether they are report, rejection, cannot comply, or no match responses
Mailing out responses
Logging all requests and updating the status
Other tasks that support the work of the unit
Qualifications
Minimum Qualifications
Reassignment & Transfer Opportunities: Current New York State Department of Health employee with permanent or contingent permanent status as an Administrative Assistant 1, Grade 11, OR: Current New York State employee with one or more years of permanent, contingent-permanent, or 55b/c service in a position allocated to Grade 6 or above, and eligible for transfer under Section 70.1 of the Civil Service Law to Administrative Assistant Trainee or Administrative Assistant 1.
Provisional Appointment: * In the absence of an eligible list with three or more candidates willing to accept a position, a temporary 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, clerical, or keyboarding title allocated to Grade 6 or higher. Qualifying titles are available at: https://www.cs.ny.gov/examannouncements/announcements/38701titles.cfm
- In the absence of an eligible list with three or more candidates willing to accept a position, a temporary provisional appointment may be considered. For provisional appointment, candidates must meet Provisional appointment minimum qualifications. Provisional candidates must apply and take the next Civil Service examination offered for this title and must be reachable on the resulting eligible list to maintain employment.
NY HELPS Non-Competitive
Administrative Assistant Trainee 1: 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. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training at the Trainee 1, you will automatically advance to Trainee 2.
Administrative Assistant Trainee 2: 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. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training as a Trainee 2 you will advance to the full level of this title without further examination.
Administrative Assistant 1: 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. Note: Appointment may be made at either the Trainee 1 or Trainee 2 level (equated to Grades 8 or 10), or Administrative Assistant 1-Grade 11, depending on the qualifications of the candidate.
Preferred Qualifications: Knowledge of Microsoft Office Suite, Medicaid program, Medicaid claims, eMedNY system and/or HIPAA compliance standards preferred. Ability to type accurately at a moderate rate of speed preferred.
Additional Comments
Working in OHIP’s Division of Operations and Systems, in the Bureau of Privacy and Compliance, the candidate will report to the supervisor of the Data Access Unit. The candidate will work in the Bureau’s Claim Detail Report request process.
This position is part of the NYS HELPS program. No examination is required.
This position may require travel throughout New York State including overnights to areas not served by public transportation.
We offer a work-life balance and a generous benefits package, worth 65% of salary, including:
- 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
- And many more...
If you require reasonable accommodation to complete a job application, a job interview or to otherwise participate in the hiring process, please contact by phone 518-486-1812 or email doh.sm.reasonable.accommodation@health.ny.gov to make a request.
NYS Department of Health does not participate in E-Verify and does not sponsor visa applications.
For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts.
Salary : $40,391 - $58,447