Executive Secretaries and Administrative Assistants

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Job description

Job Duties:

Must be able to provide high-level admin support by:

preparing reports and handling information requests in addition to performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings,

screen incoming correspondence, refer to appropriate staff and follow up to assure timely response,

formatting documents in Word and Excel

maintaining various tracking and database systems

receive and process mail, faxing, scanning/photocopying, emailing, and uploading documents,

data entry and maintaining paper and electronic filing systems,

troubleshoot for staff for multiple issues, including IT issues

Candidates should be dependable, detail-oriented, and highly motivated individuals able to work in a fast-paced, high-volume office environment. The successful candidate should be willing and able to multitask and move from assignment to assignment as deadlines and priorities change. Have knowledge of office administration and management; proper grammar, punctuation and spelling; business communications and ability to take notes is necessary.

Minimum qualifications:

a high school diploma (or equivalent),

two-year minimum experience working in a professional office setting,

excellent working knowledge of Microsoft Office (specifically Word and Excel),

the ability to enter data into, and extract data from, electronic databases,

the ability to work independently and on a team with different personalities,

the ability to handle multiple, shifting priorities,

good organizational skills, including an ability to organize information into reports

previous experience working for the New York State Department of Health

Preferred qualifications:

certification in Microsoft Office products

knowledge and experience with computer information systems and computer programming

prior experience working for the NYS Department of Health

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