Administrative Assistant (On-site)

We are seeking a detail-oriented Administrative Assistant to support a busy office environment by providing a wide range of administrative and operational support. This role is responsible for maintaining records, managing communications, coordinating renewals, performing data entry, and ensuring the efficient day-to-day operation of the office. The ideal candidate is organized, dependable, and able to manage multiple priorities in a fast-paced environment.

• Assist with daily administrative functions and office operations.
• Scan, photocopy, and organize electronic and paper files.
• Organize incoming communications, documents, and records.
• Perform data entry and analyze information within multiple computer systems and databases.
• Issue compliance verification documentation and process related records.
• Track licensure and renewal activities, send renewal notifications, and ensure all required documentation is completed.
• Manage communication deadlines and organize materials for review.
• Run reports from multiple systems as needed.
• Provide general administrative support to staff and leadership.

Required Qualifications

• High school diploma or equivalent.
• Proficiency with Microsoft Office, including Word, Access, Outlook, and Excel.
• Ability to work independently with minimal supervision.
• Strong organizational, time management, and multitasking skills.
• Comfort communicating by telephone with internal and external stakeholders.
• Experience working with electronic databases.
• Dependable, motivated, and able to adapt to changing priorities in a fast-paced environment.

Preferred Qualifications

• Knowledge of the New York State EMS system.
• Previous experience in a government or public sector environment.
• Experience maintaining tracking systems and databases.
• Experience preparing correspondence, reports, and other written materials.
• Experience answering phones, responding to inquiries, and directing calls appropriately.
• Experience coordinating meetings and schedules for senior staff.
• Experience processing incoming mail and electronic communications.
• Experience with data entry and maintaining paper and electronic filing systems.
• Knowledge of advanced reporting tools such as Tableau or similar platforms.

Benefits:

• Health Insurance
• Sick Time
• 401k

Location: 295 Main Street, Buffalo, NY, 14203

Duration: approximately 2 years
Apply by deadline: 7/15/2025
Shift Days/Times: M-F, 8 hour shift (37.5 hours worked)

Pay Range: $20.00 - $25.00 per hour (Depending on experience and qualifications)

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All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, marital status, national origin, age, veteran status, disability, or any other protected class.