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Clerical Specialist I - Medical Records

Required Qualifications (as evidenced by an attached resume):

Associate’s degree (foreign equivalent or higher). In lieu of an Associate’s degree, two (2) years of full-time experience working in a medical/or administrative office setting may be considered. One (1) year of full-time experience working in a medical/or administrative office setting. Experience with computer database systems and an electronic medical record system.

Preferred Qualifications:

Bachelor’s degree (foreign equivalent or higher). Two (2) or more years of full-time experience working with medical records and database systems. Familiarity with medical terminology. Experience with data management. Experience with performing quality assurance checks. Experience compiling data into reports.

Brief Description of Duties:

The Clerical Specialist will work as part of a large clerical team to assist with a variety of administrative tasks for the WTC Health Program. Main areas that need clerical specialist support are: Medical Records Management and Quality Assurance. Successful incumbent must have strong communication skills.

Duties:

Medical Record Management

+ Processing incoming and outgoing medical record requests to include processing payments.

+ Managing incoming faxes using an electronic FAX system and routing to appropriate parties.

+ Reviewing and scanning medical records.

Data Management

+ Data-entry of medical information using a variety of systems.

+ Reviewing medical data and tracking administrative processes through completion.

+ Flagging urgent cases and communication with appropriate teams.

+ Compiling data for reports using spreadsheets and databases when required.

Quality Control and Assurance

+ Reviewing medical chart information using standard quality protocols to identify errors.

+ Track errors and compile data in databases.

+ Manage databases and spreadsheets and provide reports to the supervisor.

Administrative Medical Office Tasks

+ Processing incoming and outgoing mail, mailing bulk stock items to affiliate clinic, and mass mailing projects.

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:** 2504570

**Official Job Title:** : Clerical Specialist I

**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 6, 2026, 4:59:00 AM

**Salary:** : $42,000-$47,000

**Appointment Type:** : Regular

**Salary Grade:** : N6

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

**Req ID:** 2504570