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Executive Secretaries and Administrative Assistants
Ref No.: 24-84481
Location: Albany, New York
Start Date / End Date: 06/27/2024 to 03/31/2026
Title: Executive Secretaries and Administrative Assistants
Duration: 6+ months
Location: NY

The Bureau of Funeral Directing in the NYS Department is seeking to fill one (01) Administrative Assistant position located at 875 Central Avenue, Albany, New York 12206.

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

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 The successful candidate should be reliable, dependable, punctual, highly self-motivated, detailoriented and be able to function efficiently and effectively in a fast-paced work environment. Minimum qualifications include 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); maintain, and work with electronic databases and systems. Preferred qualifications Bachelor's Degree or higher. Strong verbal communications skills. Ability to handle multiple tasks. Good organizational skills and the ability to work independently. Experience with Excel, Outlook, Word, tracking as well as scheduling of meetings