Executive Secretaries and Administrative Assistants

Job Title: Administrative Assistants Employment Type: Contract
Work Hours: 37.5 hrs./week Work site: 100% Onsite
Location: 6 Empire State Plaza, Corning Tower, Albany, NY 12237
Job Duration: 2 Years

The Center for Health Care Facility Planning, Licensure, and Finance ("PLF") in the NYS Department of Health's Office of Primary Care and Health Systems Management is seeking to fill one (01) Administrative Assistant position located at 6 Empire State Plaza, Corning Tower, Albany, New York 12237.


The successful candidate will serve as the main support staff person in the Executive Office for the center. Candidates may also be asked to perform other assignments and/or administrative functions in support of the Center.


General duties:

• Developing and maintaining databases / tracking systems, e.g., tracking the materials received from outside agencies or tracking bureau leave requests
• Answering the main center phones, taking messages when appropriate and directing incoming calls to the appropriate bureaus
• Oversee the Executive Deputy Commissioner Clearance (EDCC) process
• Use the OPCHSM tracking system for those letters that do not go through EDCC process
• Assign Executive Correspondence (ECUs) in the OPCHSM section of InterTrac
• Assign Certificate of Needs (CONs) in NYSCON
• Update architect's spreadsheets in the CONS section in Teams using CONSTAT for the Bureau of Architecture and Engineering Review
• Update and compile DASNY letters for the Director of the Division of Finance
• Formatting documents in Microsoft Word, PowerPoint, and Excel as needed
• Point of contact for setting up web-based meetings, in person meetings, interviews for the Executive Office and the Division of Finance as well as conference calls for staff
• Other administrative functions including the monitoring shared email accounts and drafting professional responses, answering phones, referring calls, and answering inquiries, maintaining executive calendars

Minimum qualifications:

• A High School Diploma (or equivalent)
• One (1) year minimum experience working in an office setting.
• Excellent working knowledge of Microsoft Office applications (specifically Word, Excel, Powerpoint, and Outlook).
• The ability to handle multiple, shifting priorities.
• Strong organizational and communication skills (written and verbal).
• Maintaining and working with electronic databases and systems.

Preferred qualifications

• Strong verbal communication skills.
• Ability to handle multiple tasks.
• The ability to work independently.
• Experience with Teams, as well as scheduling of meetings.
• The successful candidate should be reliable, dependable, punctual, highly self-motivated, detail oriented, and able to function efficiently and effectively in a fast-paced work environment.

Misc. Information:

• Work hours: 8:00 am to 5:00 pm, Monday to Friday, with a half-hour unpaid lunch break. Typically, hours are 8:30 am to 4:30 pm, totaling 7.5 paid work hours per day and 37.5 paid work hours per week.
• Interviews may be conducted remotely.
• Telecommuting may be allowed upon supervisory approval, but candidates should be prepared to report to the office full-time. Telecommuting candidates must have their own home internet access.
• Selected candidates will be provided with NYS computer equipment and on-the-job training.
• Free parking is not available onsite, but on-street parking and public/private pay lots are options.
• Public transportation (CDTA) serves the office location.

The Nexus Staff Difference:

• Our outstanding healthcare coverage, including dental and vision, begins in just 30 days after you join us.
• We offer weekly payments via ACH (Automated Clearing House).
• Serving as Prime Vendors to New York State and New York City for over 10 years.