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Executive Secretary and Administrative Assistant

Location : Albany, NY
Job Type : Temp/Contract
Reference Code : AS3-DOH-379
Start Date : 02/24/2020
End Date : 04/17/2020
Hours : Full Time
Travel : No
Relocation : No

Job Description :

2 Administrative Assistants: Bureau of Early Intervention 


Administrative Assistants #1  - Main Office  


Duties:


·         Answering and routing phone calls that come in from parents, providers, counties and other state offices.


·         Tracking of Executive Correspondence, travel, contracts and various other documentation coming into and out of the Bureau of Early Intervention


·         Calendaring-Scheduling of meetings and finding conference rooms to conduct the meetings.


·         Updating the data base for the hearing test of newborns in the Children Health Information Interrogation (CHI2) system.


·         Distribution of daily mail.


·         Assist the Provider Approval Unit with review of State Central Register applications.


·         Enter Federal Office of Special Education forms in database and validate information for accuracy. 


·         Photocopying, shredding and other office related duties.




Administrative Assistant #2- Provider and Due Process Unit


Duties:


·         Answering telephones in a professional manner, including ability to decide how to triage calls


·         Regularly check phone messages and transferring them to the appropriate staff.


·         Sorting and distributing mail


·         Checking and maintaining various databases for Provider applications


·         Correcting, finalizing and sending letters


·         Performing accurate data entry into various databases


·         Checking Unit e-mail log and respond to or distribute e-mails accurately


·         Scanning and indexing documents into File Net system




1 - Administrative Assistant:  Office of Medical Director


Duties Include:


·          Maintain/coordinate the Medical Director and Associate Medical Director’s schedules (in addition to other staff as needed) through Microsoft Outlook;


·          Answer and screen telephone calls and refer to appropriate staff;


·          Coordinate phone/office coverage with other support staff;


·          Review/distribute incoming mail;


·          Review outgoing correspondence;


·          Prepare Office of the Medical Director reports/documents/letters/forms in final format as required;


·          Utilize Microsoft Office (Word, Excel, Access, Power Point) and specialized software packages to create and revise documents in a timely manner;


·          Schedule off/on site meetings by:


§  Coordinating meeting space/equipment/etc.


§  Creating WebEx meetings and conference calls,


§  Preparing and adding meeting attachments in Outlook,


§  Coordinating registration/confirmations,


§  Completing post meeting documents, including meeting minutes;


·          Make travel arrangements, prepare pre-travel approvals and expense records for submission;


·          Maintain paper and electronic document storage files;


·          Utilize SharePoint;


·          Produce, track, and independently follow-up on documents for signature using the CCH Tracking System;


·          Manage multiple priorities/tasks and meet deadlines in a timely fashion;


·          Other duties as assigned.




1 Administrative Assistant:  Bureau of Administration (BOA)


Duties:


·         Provide high-level administrative, secretarial and clerical support to the BOA


·         Answer the main BOA phone line, answering questions and triaging calls when appropriate


·         Schedule meetings, conference calls and webinars for BOA staff


·         Open, sort, track and distribute all incoming and outgoing mail for the bureau


·         Develop, maintain and organize electronic and hard copy files and filing systems


·         Draft, format and proofread electronic and hardcopy documents and outgoing correspondence for proper grammar, punctuation, spelling and accuracy utilizing Microsoft Office (Word, Excel, Access, Power Point) and specialized software packages


·         Perform data entry into the Statewide Financial System (SFS) or any other existing tracking or recording system used in the Division of Family Health


·         Checking and maintaining various databases


·         Provide backup support and coverage to other secretarial and clerical support staff in the Division of Family Health


·         Perform other related duties as assigned




Required Qualifications :

2 Administrative Assistants: Bureau of Early Intervention 


Skills required:


·         Ability to perform clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings.


·         Knowledge of office administration and management


·         Excellent communication skills


·         Ability to answer, screen and triage telephone calls from parents, providers, county representatives, vendors, stakeholders, and State Executives.


Additional skills preferred:


·         Experience working in data systems


·         Experience with tracking systems




Administrative Assistant #2- Provider and Due Process Unit


Skills required:


·         Ability to work independently with minimal supervision


·         Excellent organizational skills and ability to prioritize assignments.


·         Check work for accuracy.


·         Flexibility in accepting changing work assignments and processes.


·         Good oral communication skills


Additional skills preferred:


·         Experience working in data systems


·         Experience with tracking systems




1 - Administrative Assistant:  Office of Medical Director


Skills required:


·         Excellent organizational, communication and interpersonal skills.


·         Proficiency with various software packages including Microsoft Outlook, Word, Excel, Access and Power Point.


·         Ability to handle a high volume of work in a fast-paced office environment.


·         Experience prioritizing tasks; ability to work independently, under pressure to meet deadlines.


·         Ability to work independently with minimal supervision.


Additional skills preferred:


·         Experience working in data systems


·         Experience with tracking systems




 


1 Administrative Assistant:  Bureau of Administration (BOA)


 


Skills required: 


 


·         Ability to prioritize work.


 


·         Ability to work independently with minimal supervision


 


·         Ability to handle a high volume of work in a fast-paced office environment


 


·         Professional telephone etiquette 


 


·         Good written and verbal communication skills.


 


·         Good organizational skills


 


·         Knowledge of office administration and management


 


Additional skills preferred:


 


·         Flexibility in accepting changing work assignments and processes.


 


·         Experience working in data systems


 


·         Experience with tracking systems












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