Executive Secretary and Administrative Assistant

Knowledge Builders Inc; Latham (NY); On-site; USD 48,000 - 64,000; Full time

Job summary

Knowledge Builders Inc. seeks an administrative assistant to support the New York State Department of Health, Office of Primary Care and Health Systems Management, Division of State EMS. The role includes managing files, scheduling meetings, and coordinating communications for senior leadership.

The successful candidate will have strong Microsoft Office 365 skills, experience with SharePoint, and the ability to work independently in a fast-paced government environment.

Qualifications

• 3 years of experience supporting administrative functions in a professional setting.
• experience with electronic document management and filing is preferred.
• ability to work independently and in a team, with strong confidentiality.

Responsibilities

• Administrative oversight of Division file management and archival schedules.
• Schedule meetings with internal and external stakeholders and manage calendars.
• Organize and analyze incoming communications and files; run reports in multiple systems.
• complete required state forms and assist with multiple projects within the Division.

Skills

Communication

Organizational skills

Time management

Independent working

Confidentiality

Tools

SharePoint

Outlook

Teams

Word

Excel

PowerPoint

Share drives

Servers

Job description

Job Description

The New York State Department of Health, Office of Primary Care and Health Systems Management, Division of State EMS, is seeking to fill one administrative assistant position.

The successful candidates will assist with administrative functions related to the Division of State EMS.

These will include:

• Administrative oversight of Division file management:
  • developing and coordinating retention and archival schedule
  • ensure compliance with retention policies
  • digitizing files as needed
  • maintain confidentiality with all sensitive and confidential materials;
• scheduling meetings with internal and external stakeholders;
• organizing and analyzing incoming communications and files;
• managing daily schedule for Division Leadership, ensure no conflicts on calendars and prioritize meetings as needed.
• managing communications deadlines and organize materials for review;
• running reports in multiple different systems as needed;
• completing required state forms needed for submission of paperwork;
• Assist with multiple projects within the Division, including space management and consolidation.

Successful candidates should be dependable, highly motivated, detail-oriented, and comfortable working autonomously in a fast-paced environment with senior leadership of the Division.

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:

• 3 years of experience working with SharePoint, networks, shared drivers, or servers;
• excellent working knowledge of Microsoft Office 365, including Outlook, Teams, SharePoint, Word, Excel, and PowerPoint in a professional setting;
• ability to work independently and also contribute to a team;
• ability to maintain confidentiality;
• strong organizational and time-management abilities;
• comfort with speaking on the phone;
• ability to reconcile projects, audit for consistency, completeness and accuracy;
• ability to develop tiered filing management (folders) to represent proper organization of documents;
• familiarity working in electronic databases.

Preferred qualifications include:

• experience providing executive-level administrative support in a government or healthcare environment;
• experience coordinating meetings and travel logistics across multiple stakeholders or agencies
• experience preparing a variety of correspondence, reports and other written material;
• experience managing electronic communications;
• comfort with data entry and maintaining paper and electronic filing systems.

Company Description

Established in 2005, Knowledge Builders Inc. (KBI) offers a wide range of services, including Information Technology Consulting, Administrative and Health Care Staffing solutions, Payrolling, and Call Center services to organizations of all sizes, including both private companies and governmental entities. KBI is a certified Woman-Owned Business Enterprise (WBE) recognized by New York State, New York City, and the Port Authority of New York and New Jersey.

Our extensive consultant placements cover a variety of roles, from Technical Architects and Specialists to Developers, Project Managers, Analysts, Executive Secretaries, Nurses, Dietitians, Paralegals, Computer Operators, Food Preparation Workers, and many other occupations. To date, KBI has successfully placed over 1,000 consultants across more than 100 private sector companies and public sector agencies in New York State and throughout the country.

We are dedicated to recruiting candidates who consistently exceed our customers’ expectations.

We provide equal employment opportunity for all applicants and employees regardless of race, color, sex, gender identity, gender expression, religion, age, national origin, citizenship, disability, medical condition, family care status, marital status, domestic partner status, sexual orientation, genetic information, military/veteran status, or any other protected basis.