Administrative Assistant

Datrose•Albany, NY

10d•Onsite

About The Position

The Administrative Assistant provides essential administrative and operational support for the New York State Department of Financial Services (NYS DFS). This position is responsible for managing incoming and outgoing correspondence, reviewing and processing documentation, coordinating workflow activities, communicating with internal and external stakeholders, and ensuring timely resolution of requests. The ideal candidate will be detail-oriented, organized, dependable, and able to manage multiple priorities in a fast-paced environment while maintaining accuracy and confidentiality.

Requirements

Must provide proof of eligibility to work in New York State.
Minimum of three (3) years of experience performing administrative duties including: Managing incoming and outgoing correspondence, Reviewing documents to determine appropriate processing, Coordinating workflow activities, Communicating with outside entities and requesting information, Following up on outstanding responses, Resolving administrative workflow issues and errors.
Strong written and verbal communication skills.
Excellent organizational skills with the ability to prioritize multiple tasks.
Ability to work independently and collaboratively as part of a team.
Strong attention to detail and accuracy.
Ability to work efficiently in a deadline-driven environment.
Proficiency with Microsoft Office Suite, including: Outlook, Word, Excel, Teams
Ability to learn and effectively use internal databases, workflow systems, and administrative applications.

Nice To Haves

Experience working in a government, regulatory, healthcare, insurance, or compliance-related environment.
Experience in handling confidential records and sensitive correspondence.
Familiarity with document management or case tracking systems.
Strong customer service and interpersonal skills.
Professional written correspondence skills.
Ability to interpret written instructions and policies.
Excellent time management and organizational abilities.
Dependability, punctuality, and consistent attendance are essential.
Ability to maintain accuracy while handling a high volume of work.

Responsibilities

Manage incoming mail and correspondence to ensure timely review, processing, tracking, and distribution.
Review complaints and appeal-related documents to determine appropriate handling and workflow processing requirements.
Track incoming certified, overnight, priority, and other time-sensitive mail.
Read and analyze documents entered workflow management systems and apply appropriate coding, routing, and processing procedures.
Forward documentation to appropriate staff or departments for continued processing.
Manage outgoing daily correspondence to ensure timely notifications and responses are issued.
Prepare, review, and process written correspondence and administrative documents.
Serve as a liaison with regulated entities, external organizations, consumers, and healthcare providers.
Send correspondence, request additional information, and follow up on overdue responses.
Update records and files as needed to maintain accurate documentation.
Identify, research, and resolve workflow issues, processing errors, and administrative discrepancies.
Communicate professionally with consumers, companies, providers, and internal staff.
Perform general clerical and administrative duties as required to support department operations.
Learn and utilize NYS DFS internal workflow systems and procedures through provided on-the-job training.