Job Title: Administrative Assistant Location: Albany, NY
Type: Full-Time / State Agency
Schedule: MondayFriday, 8-hour days (37.5 hours/week) Position Summary Penda Aiken inc. is a staffing firm located in Brooklyn New York. Our client is a New York State Agency and is seeking a reliable, detail-oriented Administrative Assistant to serve as the main support staff person in the Executive Office for the Bureau of Funeral Directing. This fast-paced role requires an exceptionally dependable, punctual professional who can effectively manage shifting priorities, handle sensitive documentation, and provide essential administrative backing to the bureau staff. Primary Responsibilities
Office & Visitor Relations: Answer, screen, and transfer incoming phone calls to appropriate bureau staff. Receive, welcome, and direct visitors and clients professionally.
Credentialing & Documentation: Prepare official letters of good standing and license verifications for the Bureau Director's signature. Process candidate information packets for law exams and assemble registration packets for residents.
Data & Spreadsheet Maintenance: Maintain and update tracking spreadsheets in Excel for monthly website updates regarding Open/Closed Firms, Registered Residents, and active Licensed Funeral Directors.
Financial Tracking: Process incoming cash-lined checks accurately and coordinate their swift submission to the Bureau of Accounts Management.
Clerical Operations: Handle general clerical duties including copying, faxing, scanning, sorting/distributing incoming mail, maintaining office supply inventories, and coordinating maintenance requests for office equipment.
Records Management: Maintain electronic and hard copy archiving systems across shared database networks (P-drive) and physical file rooms; quickly retrieve documents as requested by staff.
Minimum Qualifications
Education: High School Diploma or equivalent.
Experience: Minimum of one (1) year of experience working in a professional office setting.
Technical Skills: Excellent working knowledge of Microsoft Office applications (specifically Word, Excel, PowerPoint, and Outlook) along with the ability to navigate electronic databases and tracking systems.
Core Competencies: Strong organizational and communication skills (both written and verbal) paired with the baseline ability to manage multiple, changing priorities.
Preferred Qualifications
Bachelors degree or higher.
Advanced proficiency in Excel and Outlook, including direct experience tracking metrics and managing calendars or scheduling meetings for leadership.
Demonstrated ability to work highly independently with minimal guidance in a fast-paced environment.
Numbers & Facts
Location
Albany, NY
Salary
$23
Skills
Administrative Skillsunmatched
Calendar Managementunmatched
Communication Skillsunmatched
Detail Orientedunmatched
Documentationunmatched
Equipment Maintenance/Repairunmatched
Inventory Managementunmatched
Leadershipunmatched
Mail Processingunmatched
Metricsunmatched
Microsoft Excelunmatched
Microsoft Officeunmatched
Microsoft Outlookunmatched
Microsoft PowerPointunmatched
Microsoft Wordunmatched
Office Equipmentunmatched
Organizational Skillsunmatched
Photocopyunmatched
Presentation/Verbal Skillsunmatched
Record Keepingunmatched
Records Managementunmatched
Sales Managementunmatched
Spreadsheetsunmatched
Telephone Skillsunmatched
Website Managementunmatched
Writing Skillsunmatched
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