Administrative Operations Specialist (Document Management)

Step into an Administrative Operations Specialist (Document Management) role with a state agency, where your skills will directly support high-level operations and executive leadership. This opportunity offers stability, purpose-driven work, and the chance to contribute to public health initiatives that impact millions of New Yorkers.

Who You Will Be Working With

You will be supporting executive-level staff within a fast-paced, mission-driven team committed to public service. The work environment is collaborative and professional, with a strong emphasis on adaptability and communication.

Responsibilities

• Provide high-level support by preparing reports, managing correspondence, coordinating information requests, and maintaining confidentiality.
• Coordinate calendars, schedule meetings and conference calls, receive visitors, and ensure efficient daily office operations.
• Screen and route incoming correspondence, monitor follow-up actions, and ensure timely responses.
• Create, edit, and format professional documents, reports, and spreadsheets using Microsoft Word and Excel.
• Maintain accurate databases, tracking systems, and paper and electronic filing systems while performing high-volume data entry and document processing.
• Provide administrative and technical support by troubleshooting staff issues, including basic IT concerns, and processing mail, scanning, faxing, emailing, and uploading documents.

Requirements

• High school diploma or equivalent required.
• At least two years of experience in a professional office environment.
• Proficiency in Microsoft Office, with strong skills in Word and Excel.
• Experience entering, maintaining, and retrieving data from electronic databases.
• Strong organizational, time management, and report preparation skills.
• Ability to work independently and collaboratively while managing multiple competing priorities.

Preferred Qualifications

• Microsoft Office certification.
• Experience with computer information systems and basic computer programming.

Benefits

• Comprehensive medical, dental, and vision insurance coverage available from the first day of the month following 60 days of employment.
• Option to participate in a 403(b)-retirement plan.
• Qualified applicants with chronic medical conditions and/or disabilities receive priority placement.

Pay

$23.00 per hour

Schedule

Monday–Friday, 8:00 AM–5:00 PM

Location

Albany, NY (12206)

Applicants must possess work authorization that does not require sponsorship for a visa now or in the future. This is a 1-year contract with the possibility of extension.