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Clerical Specialist II - Medical Records

Required Qualifications (as evidenced by an attached resume):

Associate's Degree (foreign equivalent or higher). In lieu of an Associate's Degree, six (6) years of full-time experience working in a medical or administrative office setting will be considered. Four (4) years of full-time experience working in a medical or administrative office setting. Experience with computer database systems and an electronic medical record system. Knowledge of medical terminology and HIPAA privacy laws.

Preferred Qualifications:

Bachelor’s degree (foreign equivalent or higher). Two (2) more years of experience working with medical records and database systems. Experience with performing quality assurance checks. Experience compiling data into reports. Familiar with the WTCHP certification processing. Proficiency in Microsoft Office - Word, Excel, Access.

Brief Description of Duties:

OUR MISSION:

The Stony Brook WTC Health Program offers comprehensive, integrative healthcare of 9/11-related illness for WTC disaster responders. Integral to our mission of patient-centered care is an enduring support community, advocacy for our 9/11 responders and cutting-edge research efforts.

The Clerical Specialist II position is responsible for assisting the supervisor with the implementation and roll-out of new processes with the team. This will involve, but is not limited to, coordination, training, quality control, associated follow-up reporting, data collection and dissemination of information.

The Clerical Specialist II will undertake special projects as assigned and follow timelines as prescribed. The incumbent must demonstrate the ability to navigate and communicate across all levels of staff. This position requires the ability to work independently within strict timelines and parameters. The incumbent must have excellent communication, organizational and interpersonal skills. The incumbent must be able to work independently with good judgement and a strong sense of responsibility and work ethic. The incumbent must have on the job experience in making independent decisions related to the implementation of workflow processes.

Duties:

+ Oversee daily clerical tasks such as results letter tying, quality control, data entry, database maintenance and provide higher level review of data or specific processes to ensure high quality in data management.

+ Navigate and communicate/document in EMR platforms, and multiple systems (Trial DB, Iron Mountain, IDX) pull data for reports, prepare reports for supervisor.

+ Effectively communicate with third party vendors, facilitating record movement and storage.

+ Monitor daily productivity of clerical tasks (member results letters typing, chart room maintenance, quality control processes, scanning, data entry) providing feedback to supervisor, provide insights for resolving process issues.

+ Assist supervisor in providing ground-level support to staff, fielding questions and providing directions on processes and procedures.

+ Coordination of workflow between clinical and clerical staff.

+ Other duties as assigned.

Special Notes:

The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research Foundation policies and procedures, sponsor guidelines and the availability of funding. FLSA Non-Exempt position, eligible for the overtime provisions of the FLSA.

The incumbent must be willing to work and travel between the Westbury and Commack clinic locations. Occasional Evenings and Saturdays will be required.

For this position, we are unable to sponsor candidates for work visas.

Resume/CV and cover letter should be included with the online application.

_Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws._

If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA (https://www.stonybrook.edu/commcms/oea/) .

_In accordance with the Title II Crime Awareness and Security Act_ a _copy of our crime statistics can be viewed_ here (https://www.stonybrook.edu/police/) _._

Visit our WHY WORK HERE (https://www.stonybrook.edu/jobs/working-here/) page to learn about the **total rewards** we offer.

SUNY Research Foundation: A Great Place to Work. (https://www.rfsuny.org/media/rfsuny/documents/hr/RFRecruitmentFlyer.pdf)

The starting salary range (or hiring range) to be offered for this position is noted below, it represents SBU’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

**Job Number:** 2500214

**Official Job Title:** : Clerical Specialist II

**Job Field** : Clerical/Secretarial

**Primary Location** : US-NY-Commack

**Department/Hiring Area:** : Dept. of Med. - WTCHP

**Schedule** : Full-time

**Shift** : Day Shift **Shift Hours:** : 8 AM - 4 PM :

**Posting Start Date** : Dec 22, 2025

**Posting End Date** : Jan 5, 2026, 8:59:00 PM

**Salary:** : $48,000-$54,000

**Appointment Type:** : Regular

**Salary Grade:** : N7

**SBU Area:** : The Research Foundation for The State University of New York at Stony Brook

**Req ID:** 2500214