Executive Secretaries and Administrative Assistants - AS:FY2627:DOH01:25873

New York State Department of Health, Office of Aging and Long-Term Care (OALTC) is seeking an administrative assistant to support the Center for Aging & Long-Term Care Policy and Finance Initiatives.

About the role

The administrative assistant will provide office and administrative support to the Center and work closely with the Director and Deputy Director.

Responsibilities

• Manage staff calendars on a day-to-day basis
• Provide administrative support to format and prepare reports and presentation materials
• Establish and maintain electronic and hard copy files, logs, and tracking systems
• Arrange travel and prepare related paperwork
• Schedule in-person and virtual meetings and conference calls
• Compile, prioritize, and distribute mail
• Maintain inventory of and order supplies as needed
• Answer and route phone calls to appropriate parties
• Perform other assignments and projects as assigned

Requirements

• High school diploma or equivalent
• Minimum two years of experience working in a professional office setting
• Proficiency with Microsoft Office applications (Outlook, Word, Excel, Teams, shared calendars) and virtual meeting applications (WebEx, Zoom)
• Experience supporting day-to-day office operations, including supplies, equipment, correspondence, document management, and general administrative needs
• Ability to enter data into and extract data from electronic databases
• Ability to work independently and on a team with diverse personalities
• Ability to handle multiple, shifting priorities
• Strong organizational skills, including ability to organize information into reports
• Strong written and verbal communication skills

Preferred Qualifications

• Previous experience working for the New York State Department of Health