Executive Sec. and Admin Assistant-25813

General Duties

• Scanning/photocopying and organizing electronic and paper files
• Organizing incoming communications and files
• Performing data entry tasks and analyses of data in Division computer systems and databases
• Issue stickers for compliance verification for Affirmation of Compliance for Agency Recertification
• EMS Licensure tracking and coordinating agency renewals, and data management
• Send agency renewal notifications to all NYS EMS agencies
• Ensure that all required paperwork is completed
• Manage communications deadlines and organize materials for review
• Run reports in multiple different systems as needed

Minimum Qualifications

• A high school diploma (or equivalent)
• 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
• Familiarity with and comfort working on the phone
• Comfortable working in electronic databases
• Dependable, highly motivated, detail-oriented, and comfortable working autonomously
• Comfortable working in a fast-paced environment with senior leadership of the Bureau
• Multitasking and being flexible in moving from assignment to assignment as deadlines and priorities change rapidly

Preferred Qualifications

• Familiarity with and knowledge of the EMS system in NYS
• 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
• Scheduling 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

Equal Employment Opportunity

We provide equal employment opportunity for all applicants and employees regardless of race, color, sex, gender identity, gender expression, religion, age, national origin, citizenship, disability, medical condition, family care status, marital status, domestic partner status, sexual orientation, genetic information, military/veteran status, or any other protected basis.