Administrative Assistant

Datrose•Albany, NY

2d•Onsite

About The Position

Our client is seeking a motivated and detail-oriented Administrative Assistant to provide comprehensive administrative support within the Bureau Executive Office. The successful candidate will serve as the primary administrative support person for the bureau, ensuring the efficient day-to-day operation of the Executive Office while providing outstanding customer service to staff, visitors, and external stakeholders. This position requires an organized professional who can effectively manage multiple priorities, maintain confidentiality, and work independently in a fast-paced government office environment. The ideal candidate will possess strong communication skills, excellent organizational abilities, and proficiency with Microsoft Office applications.

Requirements

High School Diploma or equivalent.
Minimum of one (1) year of experience in an office or administrative support role.
Proficiency with Microsoft Office Suite, including: Word, Excel, PowerPoint, Outlook
Experience maintaining electronic filing systems and databases.
Strong written and verbal communication skills.
Excellent organizational and time management abilities.
Ability to prioritize multiple assignments and adapt to changing priorities.
Strong attention to detail and commitment to accuracy.
Reliable, dependable, punctual, and able to work effectively in a fast-paced office environment.
Authorization to work in the U.S. is a precondition of employment.

Nice To Haves

Bachelor's degree or higher.
Experience providing administrative support within a professional or government office.
Strong customer service and interpersonal communication skills.
Experience scheduling meetings and coordinating calendars.
Advanced knowledge of Microsoft Excel, Outlook, and Word.
Experience tracking projects, maintaining records, and managing administrative workflows.
Ability to work independently with minimal supervision while maintaining productivity and accuracy.

Responsibilities

Serve as the primary administrative support person for the Bureau Executive Office.
Answer, screen, and transfer incoming telephone calls to the appropriate bureau staff.
Greet and assist visitors, applicants, and clients in a courteous and professional manner.
Perform general clerical duties including photocopying, scanning, faxing, filing, and preparing mailings.
Maintain organized electronic filing systems on shared network drives as well as hard-copy filing systems within the bureau's file room.
Retrieve records and documents from filing systems upon request.
Complete requests for information and administrative data for bureau staff.
Prepare letters of good standing and license verification documents for the Bureau Director's review and signature.
Open, sort, and distribute incoming mail and correspondence.
Maintain office supply inventory and coordinate replenishment as needed.
Coordinate maintenance and repair requests for office equipment.
Maintain and update Excel spreadsheets supporting monthly website updates for: Open Firms, Closed Firms, Registered Residents, Active Licensed Funeral Directors.
Process cash-lined checks for submission to the Bureau of Accounts Management.
Prepare and assemble registered resident application packets for mailing.
Prepare law examination candidate information packets for distribution to applicants.
Assist bureau staff with special projects and additional administrative assignments as requested.
Maintain confidentiality when handling sensitive information and official records.