Clerical Associate - L III

NYC Health + Hospitals; New York (NY); On-site; USD 32,000 - 48,000; Full time

Job summary

NYC Health + Hospitals Coler is a certified 815-bed nursing facility on Roosevelt Island, offering long term and subacute care, rehabilitation, and memory care. The role involves front-desk and clinic coordination duties, patient record management, and office support across a busy SNF environment.

The position supports daily clinic scheduling, chart maintenance, and routine administrative tasks to ensure smooth resident care operations within this high-quality facility.

Qualifications

• High school diploma or its educational equivalent.

Responsibilities

• Answers telephones and takes messages as necessary.
• Schedule all residents’ clinic appointments for outside and in-house clinics.
• Handle inquiries from relatives and visitors and refer to Head Nurse/Charge Nurse.
• Checks residents and charts to ensure they do not leave the ward without authorization.
• Place and/or replaces resident ID bands and verify proper identification.
• Prepares requisitions for repairs, medical-surgical supplies, stationary, and organizes supplies when ordered.
• Maintains log for outstanding orders or requests.
• Distributes mail and packages to residents or directs them to the proper department.
• Assembles new residents’ charts and adds new sheets.
• Attaches records and reports to charts.
• Files required reports and forms in resident charts as directed.
• Maintains residents’ charts in proper order.
• Places bedside cards on residents’ beds and doors; updates as needed.
• Labels trays, equipment, drawers, and shelves.
• Thins resident charts following policy and retention schedules.
• Keeps Nursing station organized and orderly.
• Helps cover additional SNF floor when other clerical staff are out.
• Performs all other duties as assigned.
• Prepares admissions and discharges as needed.

Education

High school diploma or equivalent

Job description

Marketing Statement

NYC Health + Hospitals/Coler is a certified 815-bed nursing facility with a 5-Star CMS Quality Rating located on Roosevelt Island, nestled between Manhattan and Queens. Coler offers long term and subacute care, rehabilitation, and a dedicated memory care unit, comprised of 150 beds featuring an acclaimed music and memory program. The facility features a robust rehabilitation therapy program with expansive gym space for residents. Coler also offers full time physician staff, psychiatry, dental services, an onsite 8-chair dialysis den for hemodialysis, and on-site medical clinics to meet the clinical needs of its residents.

From more than 600 Nursing Homes in New York, Coler ranks #10 in Newsweek's Best Nursing Homes in New York 2026; earned a high-performance rating for Long-Term Care and Short-term Rehabilitation from U.S. News & World Report's Best Nursing Homes in America 2026; and received a 2024 Silver Beacon Award for Memory Care.

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.

Duties & Responsibilities

POSITION OVERVIEW

Essential Functions

• Answers telephones and takes messages as necessary.
• Schedule all residents’ clinic appointment for outside and in-house clinics.
• Handle inquiries from relatives and visitors and refer to Head Nurse/Charge Nurse.
• Checks residents and charts to be sure that they do not leave the ward without authorization.
• Place and/or replaces resident ID bands, checks residents and rooms to ensure proper identification.
• Prepares requisition and follow up for: repairs (wheelchairs, beds, pantry and clean-dirty utility rooms, etc.), medical-surgical supplies, stationary, laboratory supplies and organizes supplies once order is received.
• Maintains log for any outstanding orders or request.
• Distributes mail and packages to residents or directs them to proper department.
• Assembles new residents’ charts fills in headings and adds new sheets.
• Attaches records and reports to charts.
• Flies all required reports and forms in resident charts as directed or assigned.
• Maintains residents’ charts in proper order.
• Places bedside card on residents’ bed and outside resident door and makes changes and/or removes when necessary.
• Labels trays, equipment, drawers and shelves.
• Thins resident charts and follow policy on thinning of charts and forms retention schedule.
• Keeps Nursing station organized and in good order.
• Helps cover additional SNF floor when other clerical associate are out.
• Performs all other duties as assigned.
• Prior authorization for appointment and travel.
• Admission/discharge duties as needed

Minimum Qualifications

• A high school diploma or its educational equivalent; and
• Six (6) months of full-time satisfactory clerical experience and/or experience interacting with the public, such as processing sales; taking, processing, and delivering orders; obtaining and dispensing information; listening to and resolving customers concerns, problems, and complaints; and/or performing related customer service activities.