Date Posted: 01/30/2025
Hiring Organization: Rose International
Position Number: 477460
Job Title: Executive Secretaries and Administrative Assistants
Job Location: Albany, NY, USA, 12206
Work Model: Onsite
Shift: M-F 8:00am-5:00pm
Employment Type: Temporary
Estimated Duration (In months): 26
Min Hourly Rate($): 20.00
Max Hourly Rate($): 30.00
Must Have Skills/Attributes: Data Entry, Document Review, Filing, Microsoft Access, Microsoft Excel, Phone Support, Reporting, Scheduling
Job Description
Required Education:
• High School Diploma
Required Qualifications/Skills/Experience:
• Organize files
• Scanning/Photocopying
• Answer calls
• Process mail
• Data entry
• Scheduling
• Formatting documents
• Manage directors schedules
• Manage travel documents
• Managing deadlines
• Assist in project management
• Running reports in multiple different systems as needed.
• Access
• Excel
Preferred Qualifications:
• Knowledge of advanced reporting such as Tableau or other similar platforms.
• Familiarity with and knowledge of the EMS system.
• Prior experience with New York State Department of Health environment.
• Performing administrative support.
• Maintain various tracking and database systems.
• Preparing a variety of correspondence, reports and other written material
• Answer phones concerning policy or procedures and directing them to appropriate staff.
• Setting up and coordinating meeting for senior staff.
• Receiving and processing mail and fax documents.
• Managing electronic communications.
• Scanning, faxing, data entry.
• Maintaining paper and electronic filing systems.
Executive Secretary and Administrative Assistant Job Duties:
• Organizing electronic and paper files.
• Scanning/photocopying.
• Answer, triage and disseminate incoming phone calls from the State Call Center.
• Process incoming and outgoing USPS and internal DOH mail.
• Operation of folding machine and mail processing machine.
• Performing data entry tasks and analyses of data in BEMS computer system, among other systems and databases.
• Formatting documents in Microsoft Word, Access, and Excel.
• Scheduling meetings.
• Organizing incoming communications and files.
• Managing daily schedule for directors, ensure no conflicts on calendars and prioritize meetings as needed.
• Managing travel documents and enter travel into SFS system as needed;
• Managing communications deadlines and organize materials for review;
• Running reports in multiple different systems as needed;
• Formatting documents in Microsoft Word, Access, and Excel; and
• Completing required state forms needed for submission of paperwork;
• Assisting in project management of multiple different projects going on within the Bureau;
• The successful candidates will also be periodically be asked to cover the front desk for greeting all visitors to the building as well as intake and distribute all building mailings.
• The successful candidates should be dependable, highly motivated, detail-oriented, and comfortable working autonomously and comfortable working in a fast-paced environment with senior leadership of the Bureau.
• The 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 excellent working knowledge of Microsoft Office, specifically Word, Access, Outlook and Excel; the ability to work independently; the ability to work on a team and handle multiple, shifting priorities; good organizational skills; comfort with speaking on the phone; and familiarity working in electronic databases.
• Preferred qualifications include familiarity with and knowledge of the EMS system in NYS and prior experience working in a New York State Department of Health environment.
• Performing administrative support responsibilities such as maintaining various tracking and database systems.
• Preparing a variety of correspondence, reports and other written material.
• Answering phones concerning policy or procedure and directing them to appropriate staff.
• Setting up and coordinating meetings for senior staff.
• Receiving and processing mail and fax documents.
• Managing electronic communications.
• Scanning, faxing and photocopying; data entry and maintaining paper and electronic filing systems.
• Knowledge of advanced reporting such as Tableau or other similar platforms is a plus.
Benefits:
For information and details on employment benefits offered with this position, please visit here. Should you have any questions/concerns, please contact our HR Department via our secure website.
California Pay Equity:
For information and details on pay equity laws in California, please visit the State of California Department of Industrial Relations' website here.
Rose International is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender (expression or identity), national origin, arrest and conviction records, disability, veteran status or any other characteristic protected by law. Positions located in San Francisco and Los Angeles, California will be administered in accordance with their respective Fair Chance Ordinances.
If you need assistance in completing this application, or during any phase of the application, interview, hiring, or employment process, whether due to a disability or otherwise, please contact our HR Department.
Rose International has an official agreement (ID #132522), effective June 30, 2008, with the U.S. Department of Homeland Security, U.S. Citizenship and Immigration Services, Employment Verification Program (E-Verify). (Posting required by OCGA 13/10-91.).
Your team at Rose International is always very helpful and responsive.
Barbara, Consultant
Rose International maintained good communication during assignments and are very informative through email and phone calls.
Sade, Consultant
Rose International has been great to me. I thank everyone there for all of their hard work; it has not gone unnoticed.
Melody, Consultant
Rose International was not only attentive and responsive, but they were very professional and helpful whenever I called or needed any assistance.
Diane, Consultant
Working for Rose International was the most pleasant assignment I have ever had. They were always on top of situations when necessary, and very helpful. I was very proud to be an employee of Rose International, and would recommend anyone to try to work with them.
Melvon, Consultant
EMPLOYEE COMMENTS