Office Assistant - Regional Perinatal Center​/Birth Registrar - Day Shift

Position Summary

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 require substantive knowledge of the program and/or its governing laws, rules, or regulations. Incumbents handle sensitive applications, requests, or inquiries; may require additional research and consultation with higher‑level staff; and coordinate with internal or external parties. Detailed duties include:

• Interview patients daily to gather information to complete the birth certificates.
• Assist in preparing accurate documentation of Acknowledgement of Parentage.
• Prepare a batch list to be sent out to Town of Brookhaven as needed.
• Ensure on a monthly basis that all birth certificates are completed and sent to Town of Brookhaven.
• Collect and review the content of the birth certificate paperwork from new parents, ensuring it is complete and accurate.
• Utilize Electronic Medical Records to code and enter a minimum of 10 packets per day into the online state computer system (SPDS).
• Maintain at least a 95% accuracy rating for typing the birth certificate.
• Electronically send the birth certificate to the Township of Brookhaven and to Albany.
• Return to patients’ rooms on a daily basis to check their progress and complete the birth certificate paperwork.
• Ensure the birth certificate paperwork is processed within 24 hours of receipt of the packet.
• Answer 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, and 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.

• Required: 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.

• Resume/CV should be included with the online application.

This position will remain posted until filled or for a maximum of 90 days. An initial review of all applicants will occur two weeks from the posting date. Candidates are advised that for full consideration, applications must be received before the initial review date (which is within two weeks of the posting date). If no candidate is selected during the initial review, additional applications will be considered;

however, the posting will close once a finalist is identified, and at minimum, two weeks after the initial posting date. Please note that if no candidate is identified and hired within 90 days from the initial posting, the posting will close for review and possibly be reposted at a later date.

• Successfully complete a pre‑employment…