Administrative Assistant

The successful candidates will assist with administrative functions related to the Bureau of EMS. These will include:
• 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.

Penda Aiken, Inc. is an Equal Opportunity Employer.  We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants without regard to race, color, religion, sex, pregnancy, national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information, military and veteran status, and any other characteristic protected by applicable law.

SUBS SUBMIT BY 04-12-2023