Executive Sec. and Admin Assistant-25813

Job Description OPCHSM Job description Program Summary: 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 in the Buffalo, New York office (295 Main Street).

General Duties: The successful candidate will assist with administrative functions related to the Division of State EMS. These will include:

• scanning/photocopying and organizing electronic and paper files
• organizing incoming communications and files
• performing data entry tasks and analyses of data in Division computer systems and databases
• Issue stickers for compliance verification for Affirmation of Compliance for Agency Recertification
• Clinical Laboratory Improvement Amendments (CLIA) waiver verifications
• EMS Licensure tracking and coordinating agency renewals, and data management. Send agency renewal notifications to all NYS EMS agencies. Ensure that all required paperwork is completed.
• managing communications deadlines and organize materials for review
• running reports in multiple different systems as needed

Minimum Qualifications

• high school diploma (or equivalent)
• excellent working knowledge of Microsoft Office, specifically Word, Access, Outlook and Excel
• the ability to work independently
• the ability to work on a team and handle multiple, shifting priorities
• good organizational skills
• comfort with speaking on the phone
• familiarity working in electronic databases
• should be dependable, highly motivated, detail-oriented, and comfortable working autonomously and comfortable working in a fast-paced environment with senior leadership of the Bureau.
• should be able to multitask and be flexible in moving from assignment to assignment as deadlines and priorities change rapidly.

Preferred Qualifications

• familiarity with and knowledge of the EMS system in NYS
• prior experience working in a New York State Department of Health environment
• performing administrative support responsibilities such as maintaining various tracking and database systems
• preparing a variety of correspondence, reports and other written material
• answering phones concerning policy or procedure and directing them to appropriate staff
• setting up and coordinating meetings for senior staff
• receiving and processing mail and fax documents
• managing electronic communications - Scanning, faxing and photocopying
• data entry and maintaining paper and electronic filing systems
• knowledge of advanced reporting such as Tableau or other similar platforms.

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.