Administrative Assistant

Datrose • Albany, NY

2d • Onsite

About The Position

Our client is seeking an Administrative Assistant for a temporary position (W2 Only) in Albany, NY. This is an excellent opportunity for the right individual. Veterans are encouraged to apply. This Administrative Assistant position will be required to perform daily administrative and clerical functions such as preparing letters, labels, and information folders for program activities and training. Data entry functions would include entering and updating information into program databases and assisting with review of operations materials. Other duties include answering bureau phones, arranging conference calls, processing mail, along with preparing large mailings and aiding program staff. Strong computer skills and experience with SharePoint and Microsoft Office Programs are necessary for monitoring the bureau mail log, scheduling meetings, maintaining calendars and managing faxes. This position requires work schedule consistency and reliability due to providing bureau phone coverage, good organizational and time management skills and a professional approach to working with program staff and the public. This position will not supervise; travel is not required. Administrative oversight of Division file management: developing and coordinating retention and archival schedule ensure compliance with retention policies digitizing files as needed 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, ensuring no conflicts on calendars and prioritizing meetings as needed. managing communications deadlines and organizing 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.

Requirements

• 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.
• Dependable, highly motivated, detail-oriented.
• Comfortable working autonomously in a fast-paced environment with senior leadership of the Division.
• Ability to multitask and be flexible in moving from assignment to assignment as deadlines and priorities change rapidly.
• Work schedule consistency and reliability.
• Authorization to work in the U.S. is a precondition of employment.

Nice To Haves

• 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.

Responsibilities

• Perform daily administrative and clerical functions such as preparing letters, labels, and information folders for program activities and training.
• Enter and update information into program databases.
• Assist with review of operations materials.
• Answer bureau phones.
• Arrange conference calls.
• Process mail.
• Prepare large mailings.
• Aid program staff.
• Monitor the bureau mail log.
• Schedule meetings.
• Maintain calendars.
• Manage faxes.
• Develop and coordinate retention and archival schedules.
• Ensure compliance with retention policies.
• Digitize files as needed.
• Maintain confidentiality with all sensitive and confidential materials.
• Schedule meetings with internal and external stakeholders.
• Organize and analyze incoming communications and files.
• Manage daily schedule for Division Leadership, ensuring no conflicts on calendars and prioritizing meetings as needed.
• Manage communications deadlines and organize materials for review.
• Run reports in multiple different systems as needed.
• Complete required state forms needed for submission of paperwork.
• Assist with multiple projects within the Division, including space management and consolidation.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed