Administrative Assistant III - SECON - Full Time - Variable Hours

Mohawk Valley Health System; City of Utica (NY); On-site; USD 30,000 - 47,000; Full time

Job summary

Mohawk Valley Health System in Utica, NY seeks an Administrative Assistant II to coordinate and perform confidential administrative duties with minimal supervision. This role supports onboarding, HR-related forms, payroll processing, data entry, travel arrangements, meetings, and expense processing.

The ideal candidate has 5–7 years of related experience, a HS diploma or equivalent, and strong MS Office skills, with a preference for specialized secretarial training.

Qualifications

• HS Diploma or equivalent is required.
• 5-7 years of related administrative experience.
• Requires proficiency in Microsoft Office suite.

Responsibilities

• Coordinate and perform complex administrative tasks with minimal direction.
• Prepare and update correspondence, agendas, reports, and website updates.
• Record, prepare and distribute minutes; maintain calendars.

Skills

Experience: 5-7 years

Strong organizational skills

Education

HS Diploma or equivalent

Specialized secretarial training (preferred)

Tools

Microsoft Office

Job description

Job Summary

Under the general supervision of the Manager/Department Head or designee, the Administrative Assistant II coordinates and performs a variety of confidential and complex administrative duties independently with minimal direction.

Core Job Responsibilities

• Coordinate and perform complex, and varied administrative tasks requiring a high degree of independent action and the setting of priorities and procedures.
• Prepare and/or update correspondence, memoranda, agendas, handouts, website updates, and reports, etc.
• Record, prepare, and distribute minutes
• Maintain calendar(s)
• Assist employees with onboarding, training, and answer operational questions within the scope of duties
• Assist with the processing of payroll, personnel action, and other human resource related forms. Ensure accurate data entry of staff related data and regulatory requirements
• Perform data entry and generate reports
• Organize information into spreadsheet format from data collection. Generate reports in preparation for analysis and graphical display from spreadsheets and databases
• Arrange travel logistics and coordinate schedules. Complete travel advance and authorization forms.
• Maintain travel records
• Schedule or arrange for conferences, meetings, interviews, appointments, retreats, events, or similar activities
• Review expense reports. Submit voucher forms with appropriate receipts and information for reimbursement
• Process and track documents such as invoices, payments and requisitions. Follow up on payments. Reallocate purchases when necessary
• Answer phones and screen calls. Provide information independently and respond to complex questions
• Greet visitors; ascertain their needs and provide information
• Review, sort, distribute, and file a variety of material. Identify priority items and route accordingly
• Order and maintain office and other department supplies
• Answer e-mails and respond to routine correspondence
• May supervise assigned staff
• Perform other duties as required.
  

Education/Experience Requirements

REQUIRED:

• HS Diploma or equivalent
• 5-7 years of related experience
• Proficient in Microsoft Office products and software

PREFERRED:

• Specialized secretarial training

Licensure/Certification Requirements

Disclaimer

Qualified applicants will receive consideration for employment without regard to their age, race, religion, national origin, ethnicity, age, gender (including pregnancy, childbirth, et al), sexual orientation, gender identity or expression, protected veteran status, or disability.

Successful candidates might be required to undergo a background verification with an external vendor.

Job Details

Req Id 99202
Department NURSING EDUC ADMIN
Shift Variable
Shift Hours Worked 8.00
FTE 1
Work Schedule HRLY NON-UNION
Employee Status A1 - Full-Time
Union Non-Union
Pay Range $22 - $34 per hour