Administrative Assistant Series - Medical Records Unit (OHS)

Job ID: 10033

Business Unit: MABSTOA

Location: Brooklyn, NY, United States

Regular/Temporary: Regular

Department: NYC Transit Authority

Date Posted: Jan 31, 2025

Description

Job Information:

Title: Administrative Assistant Series - Medical Records Unit (OHS)

Date: 01/31/2025

Closing Date: 02/14/2025

Authority: TA/OA

Department: Safety

Division/Unit: Occupational Health Services (OHS)

Reports to: Director, Medical Unit & Admin Support

Work Location: 300 Cadman Plaza West, Brooklyn, NY

Hours of Work: Various

In order to protect our employees and continue to provide safe and reliable service to our communities, as of November 14, 2021, we are requiring all new MTA hires to be fully vaccinated against COVID-19 prior to their start date. MTA will consider exceptions for religious and medical reasons, where appropriate. “Fully vaccinated” means you must have both doses of a 2-dose vaccine and two weeks have elapsed since the second dose or have received 1 dose of a 1-dose vaccine and two weeks have elapsed since the dose. Proof of your vaccination status in the form of a CDC vaccine card must be submitted prior to your start date.

Compensation:

Senior Administrative Assistant (OA) $76,200 - $101,264 (New Hire Rate $66,262) Represented by TWU

Administrative Associate (OA) $68,879 - $87,063 (New Hire Rate: $59,895) Represented by TWU

Administrative Assistant (OA) $61,555 - $78,414 (New Hire Rate: $53,532) Represented by TWU

Responsibilities:

This position performs day-to-day responsibilities of the Medical Records Unit (MRU), which includes: extensive review of employees' medical records and dissemination of appropriate records to respective requestors (employees, Legal, and Labor Relations); reviewing medical charts for accuracy and thoroughness as part of an ongoing chart Scrub project and, after creating manifests into ARMS and EIS, transfer of records for out-of-service employees to long-term storage; performing Quality Assurance reviews; coordinating medical chart transfers; processing lab reports; preparing Lead memorandums and creating PAND forms for incorrect lead reports; processing Chem screens; acting as liaison with outside labs, as necessary; assisting in preparation of monthly activity reports; copying/retrieving records from long-term storage; conferring with employees/requesters regarding medical record requests, ensuring authorization and accuracy of information prior to accepting/processing; handling back-up mail pickup/distribution and other functions, in absence of regularly assigned staff. Additionally, this position will be actively involved with the Medical Document System being implemented in 2025, and in the scanning of medical records to the system.

Education and Experience:

Senior Administrative Assistant (OA)

• A baccalaureate degree from an accredited college with two (2) years of satisfactory responsible full-time paid clerical experience, at least one (1) year of which must have been in an administrative capacity as described above; OR

• An Associate degree from an accredited college or completion of two (2) years of study (60 credits) at an accredited college coupled with two (2) years of satisfactory responsible full-time paid clerical experience, at least one (1) year of which must have been in an administrative

capacity as described above; OR

• High school diploma or equivalent and six (6) years of satisfactory responsible full-time paid clerical experience, at least one (1) year of which must have been in an administrative capacity as described above; OR

• A satisfactory equivalent combination of education and experience. However, all candidates must possess the one (1) year of administrative experience as described above.

  Administrative Associate (OA)

• A baccalaureate degree from an accredited college or university and one (1) year of satisfactory, full-time experience in an administrative capacity; or

• An associate degree from an accredited college or completion of two (2) years of study (60 credits) at an accredited college and three (3) years of satisfactory, full-time clerical experience, at least one (1) year of which shall have been in an administrative capacity; or

• High school diploma or its education equivalent or U.S. Armed Forces GED certificate with a score of at least 35 on each of the five tests and an overall score of at least 225 in the examination for the diploma or certificate and five (5) years of satisfactory, full-time clerical experience, at least one (1) year of which shall have been in an administrative capacity; or

• A satisfactory equivalent combination of education and experience. However, all candidates must possess the one (1) year of administrative experience.

  Administrative Assistant (OA)

• A baccalaureate degree from an accredited college or university; or

• An associate degree from an accredited college or completion of two (2) years of study (60 credits) at an accredited college and two (2) years of satisfactory, full-time clerical experience, at least one (1) year of which shall have been in a supervisory or administrative capacity; or

• High school diploma or its education equivalent or U.S. Armed Forces GED certificate with a score of at least 35 on each of the five tests and an overall score of at least 225 in the examination for the diploma or certificate and four (4) years of satisfactory, full-time clerical experience, at least one (1) year of which shall have been in a supervisory or, administrative capacity; or

• A satisfactory equivalent combination of education and experience. However, all candidates other than those possessing a baccalaureate degree must possess the one-year supervisory clerical or, administrative experience as described in subdivision “2”.

  Desired Skills:

• Ability to prioritize multiple responsibilities.

• Experience in data processing, including MS Word and Excel.

• Excellent verbal , written and interpersonal communication skills.

• Strong attention to detail with excellent organizational skills .

• Knowledge of records handling, storage and retention.

• Knowledge of data management and organization.

• Can lift/carry up to 50 lbs.

• Knowledge of People Soft & EIS databases.

  Selection Method:

Based on evaluation of education, skills, experience, and interview.

Other Information:

Pursuant to the New York State Public Officers Law & the MTA Code of Ethics, all employees who hold a policymaking position must file an Annual Statement of Financial Disclosure (FDS) with the NYS Commission on Ethics and Lobbying in Government (the “Commission”).

Equal Employment Opportunity:

MTA and its subsidiary and affiliated agencies are Equal Opportunity Employers, including with respect to veteran status and individuals with disabilities.

The MTA encourages qualified applicants from diverse backgrounds, experiences, and abilities, including military service members, to apply.