Administrative Assistants

M-F, 8 hour shift (37.5 hours worked)
.30 Minute Unpaid Lunch Break
No Holiday work, Overtime or travel required
No Parking Provided

General Duties:
The successful candidate will assist with administrative functions related to the Division of State EMS. These will include:
• 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
• Clinical Laboratory Improvement Amendments (CLIA) waiver verifications
• 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.
• managing communications deadlines and organize materials for review
• running reports in multiple different systems as needed

Minimum qualifications:
• 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
• comfort with speaking on the phone
• familiarity working in electronic databases
• should be dependable, highly motivated, detail-oriented, and comfortable working

autonomously and comfortable working in a fast-paced environment with senior leadership of

the Bureau.
• should be able to multitask and be 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
• setting up 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

Salary commensurate with scope of work job experience
Proper footwear required to perform tasks in a safe manner.
Perform other reasonably related duties as required.
New Wave People is an Equal Opportunity Employer (EEO).

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