Administrative Assistant

Administrative Assistant

Location: Albany, NY
Job Type: Full-Time, Contract (2 Years)
Schedule: Monday - Friday | 37.5 Hours per Week
Pay Rate: $18.00 - $28.00 per hour, based on experience

Position Overview

Our client is seeking a motivated and detail-oriented Administrative Assistant to provide comprehensive administrative support within the Bureau Executive Office. The successful candidate will serve as the primary administrative support person for the bureau, ensuring the efficient day-to-day operation of the Executive Office while providing outstanding customer service to staff, visitors, and external stakeholders.

This position requires an organized professional who can effectively manage multiple priorities, maintain confidentiality, and work independently in a fast-paced government office environment. The ideal candidate will possess strong communication skills, excellent organizational abilities, and proficiency with Microsoft Office applications.

Key Responsibilities

Serve as the primary administrative support person for the Bureau Executive Office.
Answer, screen, and transfer incoming telephone calls to the appropriate bureau staff.
Greet and assist visitors, applicants, and clients in a courteous and professional manner.
Perform general clerical duties including photocopying, scanning, faxing, filing, and preparing mailings.
Maintain organized electronic filing systems on shared network drives as well as hard-copy filing systems within the bureau's file room.
Retrieve records and documents from filing systems upon request.
Complete requests for information and administrative data for bureau staff.
Prepare letters of good standing and license verification documents for the Bureau Director's review and signature.
Open, sort, and distribute incoming mail and correspondence.
Maintain office supply inventory and coordinate replenishment as needed.
Coordinate maintenance and repair requests for office equipment.
Maintain and update Excel spreadsheets supporting monthly website updates for:
Open Firms
Closed Firms
Registered Residents
Active Licensed Funeral Directors
Process cash-lined checks for submission to the Bureau of Accounts Management.
Prepare and assemble registered resident application packets for mailing.
Prepare law examination candidate information packets for distribution to applicants.
Assist bureau staff with special projects and additional administrative assignments as requested.
Maintain confidentiality when handling sensitive information and official records.

Minimum Qualifications

High School Diploma or equivalent.
Minimum of one (1) year of experience in an office or administrative support role.
Proficiency with Microsoft Office Suite, including:
Word
Excel
PowerPoint
Outlook
Experience maintaining electronic filing systems and databases.
Strong written and verbal communication skills.
Excellent organizational and time management abilities.
Ability to prioritize multiple assignments and adapt to changing priorities.
Strong attention to detail and commitment to accuracy.
Reliable, dependable, punctual, and able to work effectively in a fast-paced office environment.

Preferred Qualifications

Bachelor's degree or higher.
Experience providing administrative support within a professional or government office.
Strong customer service and interpersonal communication skills.
Experience scheduling meetings and coordinating calendars.
Advanced knowledge of Microsoft Excel, Outlook, and Word.
Experience tracking projects, maintaining records, and managing administrative workflows.
Ability to work independently with minimal supervision while maintaining productivity and accuracy.

Desired Skills & Competencies

Excellent organizational and multitasking abilities.
Strong attention to detail and accuracy.
Professional demeanor with exceptional customer service skills.
Ability to exercise sound judgment and maintain confidentiality.
Self-motivated and proactive with strong problem-solving abilities.
Adaptable and capable of managing competing priorities.
Effective written and verbal communication skills.
Ability to collaborate effectively with internal staff and external stakeholders.

This is an excellent opportunity for the right individual.

If interested in exploring this great opportunity, please apply directly at
Veterans are encouraged to apply.

Datrose is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, pregnancy, status as a parent, age, protected veteran status, family medical history or genetic information, political affiliation, status as a qualified individual with disability, or other non-merit-based factors.


Authorization to work in the U.S. is a precondition of employment. Datrose does not sponsor employment visas.


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Job Requirements

Minimum Security Clearance:


No