Clerical Associate III

1 week ago

New York, United States NYC Health + Hospitals Full time

About NYC Health + Hospitals:


NYC Health + Hospitals/Community Care reaches outside the walls of our hospitals and brings health care to patients where they live. With more than 600 dedicated employees, Community Care provides services including home care, community care coordination, and community-based care management to individuals managing chronic health conditions residing in Brooklyn, Manhattan, Queens and The Bronx.


At NYC Health + Hospitals, our mission is to deliver high quality care health services, without exception. Every employee takes a person-centered approach that exemplifies the ICARE values (Integrity, Compassion, Accountability, Respect, and Excellence) through empathic communication and partnerships between all persons.


Job Description:

PURPOSE OF POSITION:

With the support and supervision of the Program Director, the Clerical Associate (CA) will assist with the day-to-day customer service, data entry and clerical duties of the assigned Hub office(s).

Duties & Responsibilities

SUMMARY OF DUTIES AND RESPONSIBILITIES

1. Conducts reviews of daily patient assignment queues including updating care teams in Epic,13. Assists with organizing, ordering, tracking and distributing MetroCards for staff travel, uploads copy's into shared file for tracking. Organizes all receipts and uploads them timely into shared DOHMH file.

2. Answers assigned office phone at a reception desk or other location; transfers calls and messages with integrity. Greets all callers and visitors warmly and professionally.

3. Sorts and delivers incoming mail; collects and sends outgoing mail.

4. Creates, prepares, copies and/or sends documents (e.g. training, memos), data reports (MS Excel) and emails.

5. Collects, files (hard copy and electronically) and organizes office documents including encrypted documents and email correspondence to DOHMH. Ensures that confidentiality is upheld across all transactions.

6. Manages digital document filing, including uploads to patient charts in assigned medical record system.

7. Collects data/paperwork supporting office progress with corporate initiatives (e.g. flu vaccination, trainings) and maintains a daily log of team progress for managerial review.

8. Supports logistical arrangements for meetings including creating meeting invitation (MS Outlook), securing space/equipment, preparing materials, taking minutes and overseeing space cleanliness prior to and at the end of designated meeting.

9. Maintains oversight of budgetary and operational cost areas for DOHMH grant including MetroCard distribution/tracking, petty cash, gift card disbursement, etc. Prepare reports outlining open requisitions, service dollar allocation, gift card disbursement tracking. Arrange purchases for approved items for members in need of support (e.g. ordering of needed items such as food, furniture, appliances)

10. Monitors office inventory and prepares supply orders including on line ordering for patient needs supported by DOHMH grant. Tracks delivery of orders, tracks that signed receipts for good are returned and uploads all receipts.

12. Escalates engineering issues to facility engineering for resolution. Tracks and reports out on all issues. Manages organization of inventory and overall cleanliness of office space.

13. Assists with organizing, ordering, tracking and distributing MetroCards for staff travel, uploadscopy's into shared file for tracking. Organizes all receipts and uploads them timely into shared DOHMH file.

14. Maintains a positive and professional personal presentation within and outside of the assigned hub/office(s). Ensures all engagements with leadership, staff/coworkers, members, and community partners are professional, courteous, and respectful. Maintains a high degree of discretion in all work matters.

15. Other duties as assigned


Minimum Qualifications:

QUALIFICATIONS FOR THE JOB:

Proficient in Microsoft Office programs (Word, Excel, Outlook, PowerPoint), typing, filing, customer service

EDUCATIONAL LEVEL:

High School Diploma required; BA/BS preferred

KNOWLEDGEABLE IN:

Excellent customer support skills. Strong management and organizational skills. Proficiency in data management and tabulation

EQUIPMENT/MACHINES OPERATED:

Computer, laptop, fax/scan/copy machine, telephone

COMPUTER PROGRAMS/SOFTWARE OPERATED:

Microsoft operating system and programs (Excel, Word, Outlook, PowerPoint); Epic, ePACES, MAPP, web search engines, databases

YEARS OF EXPERIENCE:

Minimum of 1 year experience in related field or work


NYC Health and Hospitals offers a competitive benefits package that includes:

  • Comprehensive Health Benefits for employees hired to work 20+ hrs. per week
  • Retirement Savings and Pension Plans
  • Loan Forgiveness Programs for eligible employees
  • Paid Holidays and Vacation in accordance with employees' Collectively bargained contracts
  • College tuition discounts and professional development opportunities
  • Multiple employee discounts programs

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