Executive Secretary and Administrative Assistant

Executive Administrative Assistant

Location: Latham, NY (In-Office)

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.

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.

Pay: $16.00 - $21.00 per hour

Work Location: In person