Administrative Assistant
Position Type: Temp
Agency: New State agency that provides high-quality learning and development opportunities to enhance the performance and effectiveness of the NYS workforce.
Location: Albany, NY
Hours: Mon.-Fri. 9:00am-5:00pm
• Answer telephones and direct inquires to appropriate agency staff
• Assist with scheduling appointments and meetings for staff, arrange meeting space for training programs, schedule meetings utilizing Webex meetings
• Make copies of documents as needed
• Greet visitors and direct them to meeting locations
• Work with office staff on office programs and events
• Using computer, put draft documents and presentations into final form, edit documents and presentations for correct grammar, usage and style, requires proficiency with Microsoft Office Suite
• Collect background materials and attachments to ensure that they are included with correspondence
• Assist in gathering or compiling data for reports
• Review office websites and SharePoint sites for accuracy
• Review training materials for format and accuracy
• Receive and enter data for reports in various formats, requires familiarity with mail merge processes
• Prepare documents for fillable PDF formats
• Scanning and emailing documents to office staff as needed
• Maintain, update, review and records and files
• Maintain inventory of training materials, including workbooks, DVDs, CD-ROMs and other materials that are used for training
• Receive, unload, unpack, sort, store, count and distribute goods received by the office
• Receive, pick up, time stamp, sort, and distribute mail, e-mail or other forms of correspondence or communication to office staff as needed
• Process outgoing mail for pick-up
• Arrange for special mail pick-up and delivery as needed
• High School Diploma
• Minimum of two years of experience in an office environment providing program support or administrative assistance for multiple staff with varying job responsibilities
• Highly proficient in the use of Microsoft Office, including Word, Excel and PowerPoint
• Excellent organizational, interpersonal, customer service and written communications, in addition must be comfortable answering and responding to telephone calls and inquiries in a professional manner
• Ability to work as part of a team and independently
• Ability to deal with multiple priorities and competing deadlines
• Attention to detail is a must
