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ID Location Skills $$ Job Type Status
12005 Albany, NY 12237 Executive Secretaries and Administrative Assistants DOE Contract OPEN
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Subject=IIT Career Site/Resume for JobID=12005 (Executive Secretaries and Administrative Assistants) in Albany NY 12237 (SJU)

Estimated Length: 2 months 8 hrs per day

Requirements

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.

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-

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

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-

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.

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)-

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

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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