Regional (Field) Administrative Assistant, Bureau of School Health - 343541
**OPEN TO PERMANENT PRINCIPAL ADMINISTRATIVE ASSOCIATES. YOU MUST CLEARLY STATE YOUR CIVIL SERVICE STATUS ON YOUR RESUME OR COVER LETTER. FAILURE TO DO SO WILL RESULT IN YOUR DISQUALIFICATION.
The office of School Health (OSH) is a joint program of the Department of Education and the Department of Health and Mental Hygiene responsible for the health of 1.3 million school children enrolled in approximately 1,800 public and non-public schools in New York City. Services to students include case management of chronic health problems, preventive health screening, urgent care, medication administration, preventive counseling, heath education, referral for care and assurance of ongoing effective treatment. OSH has been the provider of public health services for 100 years. The OSH Medical Unit Field Administrative Assistant provides administrative support to an assigned office location. Reports to: Administrative Director, Office of Health Services, Medical Unit. Key Relationships : DOHMH, DOE OSH physicians, nurses, Accommodations manger, OSH Medical Unit Processors.
DUTIES WILL INCLUDE BUT NOT BE LIMITED TO:
--Visit assigned schools to troubleshoot and resolve physician concerns.
--Maintain a database of Medical Room inventory items, logs problems/concerns.
--Facilitate resolving medical room inventory concerns with the appropriate department or bureau.
-- Participate in in-school OSH initiatives to promote mandated services and campaigns.
--Organize and participate in outreach visits to school principals, community physicians/practices and other sources as appropriate.
--Coordinate IEP meetings with appropriate staff.
--Serve as support for field physicians providing city-wide mandated medical services in a school setting.
--Provide administrative and clerical support to OSH physicians in an assigned location.
--Coordinate physician's monthly and consolidated schedules. Update the schedule as needed, apprises central office and schools of changes. Communicate revision of physician schedules to appropriate staff, Central office, DOE.
--Assist with new physician orientation: physician seating, medical equipment and supplies allocation.
--Prepare for monthly regional meetings: agendas, sign in sheets, folders and documents as requested.
-- Provide support for school health special projects and events.
--Communicate with Central office problems or concerns regarding office: physical environment, IT, supplies and physician needs or concerns.
-- Maintain a call log of schools contacted for physicians scheduled medical visits.
--Manage office inventory of supplies and medical equipment.
--Track all medical session conducted in the assigned region.
--Participate in regularly scheduled meetings at the Central office.
--Maintain an updated list of physician contact information, submits to appropriate departments.
--Support city-wide initiatives, special projects and events as needed.
-- Inform the central office of supplies needed.
--Provides support in other field office locations as needed.
-- Citywide travel to different program sites or schools as needed.
Minimum Qual Requirements
1. A baccalaureate degree from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative experience, one year of which must have been in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty; or
2. An associate degree or 60 semester credits from an accredited college and four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience described in "1" above; or
3. A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and five years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above;
4. Education and/or experience equivalent to "1", "2", or "3" above. However, all candidates must possess the one year of administrative or supervisory experience as described in "1" above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the one year of administrative or supervisory experience described in "1" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3½ years.
--Expert level Microsoft Excel skills and proficiency in Microsoft Office applications
--Strong organizational and communication skills
--Strong attention to detail
--Knowledge of Emotional Intelligence
--Customer service/phone management service skills.
**IMPORTANT NOTE TO ALL CANDIDATES:
Please note: If you are called for an interview you will be required to bring to your interview copies of original documentation, such as:
• A document that establishes identity for employment eligibility, such as: A Valid U.S. Passport, Permanent Resident Card/Green Card, or Driver’s license.
• Proof of Education according to the education requirements of the civil service title.
• Current Resume
• Proof of Address/NYC Residency dated within the last 60 days, such as: Recent Utility Bill (i.e. Telephone, Cable, Mobile Phone)
Additional documentation may be required to evaluate your qualification as outlined in this posting’s “Minimum Qualification Requirements” section. Examples of additional documentation may be, but not limited to: college transcript, experience verification or professional trade licenses.
If after your interview you are the selected candidate you will be contacted to schedule an on-boarding appointment. By the time of this appointment you will be asked to produce the originals of the above documents along with your original Social Security card.
The federal government provides student loan forgiveness through its Public Service Loan Forgiveness Program (PSLF) to all qualifying public service employees. Working with the DOHMH qualifies you as a public service employee and you may be able to take advantage of this program while working full-time and meeting the program’s other requirements.
Please visit the Public Service Loan Forgiveness Program site to view the eligibility requirements:
Apply online with a cover letter to https://a127-jobs.nyc.gov/. In the Job ID search bar, enter: job ID number # 343541.
We appreciate the interest and thank all applicants who apply, but only those candidates under consideration will be contacted.
The NYC Health Department is committed to recruiting and retaining a diverse and culturally responsive workforce. We strongly encourage people of color, people with disabilities, veterans, women, and lesbian, gay, bisexual, and transgender and gender non-conforming persons to apply.
All applicants will be considered without regard to actual or perceived race, color, national origin, religion, sexual orientation, marital or parental status, disability, sex, gender identity or expression, age, prior record of arrest; or any other basis prohibited by law.
New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.