Executive Sec. and Admin Assistant

Knowledge Builders

Albany, NY

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JOB DETAILS

SKILLS

Administrative Skills, Calendar Management, Communication Skills, Data Entry, Detail Oriented, Device Drivers, Equal Employment Opportunity (EEO), Establish Priorities, Executive Assistant Skills , File Management, Genetics, Government Administrative Support, Health Department, Health Systems Management, Healthcare, Job Requisition Posting, Leadership, Maintain Compliance, Medical Conditions, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft SharePoint, Microsoft Word, Military, Multitasking, Organizational Skills, Plan Meetings, Primary Care, Schedule Development, Time Management, Travel Planning

LOCATION

Albany, NY

POSTED

Today

Job Description

The New York State Department of Health, Office of Primary Care and Health Systems Management, Division of State EMS, is seeking to fill one administrative assistant position at 875 Central Avenue, Albany NY 12206.

The successful candidates will assist with administrative functions related to the Division of State EMS.

These will include:
• Administrative oversight of Division file management:

o developing and coordinating retention and archival schedule

o ensure compliance with retention policies

o digitizing files as needed

o maintain confidentiality with all sensitive and confidential materials;
• scheduling meetings with internal and external stakeholders;
• organizing and analyzing incoming communications and files;
• managing daily schedule for Division Leadership, ensure no conflicts on calendars and prioritize meetings as needed.
• managing communications deadlines and organize materials for review;
• running reports in multiple different systems as needed;
• completing required state forms needed for submission of paperwork;
• Assist with multiple projects within the Division, including space management and consolidation.

Successful candidates should be dependable, highly motivated, detail-oriented, and comfortable working autonomously in a fast-paced environment with senior leadership of the Division.

Successful candidates should be able to multitask and be flexible in moving from assignment to assignment as deadlines and priorities change rapidly.

Minimum qualifications include:
• 3 years of experience working with SharePoint, networks, shared drivers, or servers;
• excellent working knowledge of Microsoft Office 365, including Outlook, Teams, SharePoint, Word, Excel, and PowerPoint in a professional setting;
• ability to work independently and also contribute to a team;
• ability to maintain confidentiality;
• strong organizational and time-management abilities;
• comfort with speaking on the phone;
• ability to reconcile projects, audit for consistency, completeness and accuracy;
• ability to develop tiered filing management (folders) to represent proper organization of documents;
• familiarity working in electronic databases.

Preferred qualifications include:
• experience providing executive-level administrative support in a government or healthcare environment;
• experience coordinating meetings and travel logistics across multiple stakeholders or agencies
• experience preparing a variety of correspondence, reports and other written material;
• experience managing electronic communications;
• comfort with data entry and maintaining paper and electronic filing systems.

We provide equal employment opportunity for all applicants and employees regardless of race, color, sex, gender identity, gender expression, religion, age, national origin, citizenship, disability, medical condition, family care status, marital status, domestic partner status, sexual orientation, genetic information, military/veteran status, or any other protected basis.

About the Company

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