Executive Secretaries and Administrative Assistants

Administrative Assistant

The New York State Department of Health, Office of Primary Care and Health Systems Management, Division of State EMS, is seeking to fill one administrative assistant position. The successful candidates will assist with administrative functions related to the Division of State EMS. These will include:

• Administrative oversight of Division file management:
  • Developing and coordinating retention and archival schedule
  • Ensure compliance with retention policies
  • Digitizing files as needed
  • Maintain confidentiality with all sensitive and confidential materials
• Scheduling meetings with internal and external stakeholders
• Organizing and analyzing incoming communications and files
• Managing daily schedule for Division Leadership, ensure no conflicts on calendars and prioritize
• Meetings as needed
• Managing communications deadlines and organize materials for review
• Running reports in multiple different systems as needed
• Completing required state forms needed for submission of paperwork
• Assist with multiple projects within the Division, including space management and consolidation

Successful candidates should be dependable, highly motivated, detail-oriented, and comfortable working autonomously in a fast-paced environment with senior leadership of the Division. Successful candidates should be able to multitask and be flexible in moving from assignment to assignment as deadlines and priorities change rapidly.

Minimum qualifications include:

• 3 years of experience working with SharePoint, networks, shared drivers, or servers
• Highschool diploma or equivalent
• Excellent working knowledge of Microsoft Office 365, including Outlook, Teams, SharePoint, Word, Excel, and PowerPoint in a professional setting
• Ability to work independently and also contribute to a team
• Ability to maintain confidentiality
• Strong organizational and time-management abilities
• Comfort with speaking on the phone
• Ability to reconcile projects, audit for consistency, completeness and accuracy
• Ability to develop tiered filing management (folders) to represent proper organization of Documents
• Familiarity working in electronic databases

Preferred qualifications include:

• Experience providing executive-level administrative support in a government or healthcare environment
• Experience coordinating meetings and travel logistics across multiple stakeholders or agencies
• Experience preparing a variety of correspondence, reports and other written material
• Experience managing electronic communications
• Comfort with data entry and maintaining paper and electronic filing systems

Miscellaneous Information:

• Monday through Friday, 8-hour shift; half hour unpaid lunch break
• The shift timing is flexible and can be: 7:30 3:30, 8 4, 8:30 4:30, or 9 5
• Free parking on site available
• Public bus stops within a block of the office for convenient transportation
• Interviews will be conducted virtually. We will set up a Webex to conduct the interview
• A deposit of $13 charged for a NYS ID Card
• Training will be provided

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