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Executive Secretaries and Administrative Assistants
Ref No.: 24-89109
Location: Buffalo, New York
Start Date / End Date: 06/27/2024 to 03/31/2026
Title: EMS Buffalo Administrative Assistant Position

Summary: The New York State Department of Health, Office of Primary Care and Health Systems Management, Bureau of Emergency Medical Services and Trauma Systems is seeking to fill one administrative assistant position in the Buffalo, New York office (295 Main Street).

General duties: The successful candidate will assist with administrative functions related to the Bureau of EMS. These will include: • scanning/photocopying and organizing electronic and paper files; • answer, triage and disseminate incoming phone calls from the State Call Center; organizing incoming communications and files; • process incoming and outgoing US Government Client and internal DOH mail; • operation of folding machine and mail processing machine; • performing data entry tasks and analyses of data in BEMS computer system, among other systems and databases; • formatting documents in Microsoft Word, Access, and Excel; • scheduling meetings and managing daily schedule for directors, ensure no conflicts on calendars and prioritize meetings as needed; • managing travel documents and enter travel into SFS system 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; • assisting in project management of multiple different projects going on within the Bureau.

The successful candidate will also be periodically asked to cover the front desk as well as intake and distribution of all mailings. The successful candidate should be dependable, highly motivated, detail-oriented, and comfortable working autonomously and comfortable working in a fast-paced environment with senior leadership of the Bureau. The successful candidate should be able to multitask and be flexible in moving from assignment to assignment as deadlines and priorities change rapidly.

Minimum qualifications include a high school diploma (or equivalent), excellent working knowledge of Microsoft Office, specifically Word, Access, Outlook and Excel; the ability to work independently; the ability to work on a team and handle multiple, shifting priorities; good organizational skills; comfort with speaking on the phone; and familiarity working in electronic databases.

Preferred qualifications include familiarity with and knowledge of the EMS system in NYS and prior experience working in a New York State Department of Health environment; performing administrative support responsibilities such as maintaining various tracking and database systems; preparing a variety of correspondence, reports and other written material; answering phones concerning policy or procedure and directing them to appropriate staff; setting up and coordinating meetings for senior staff; receiving and processing mail and fax documents; managing electronic communications. Scanning, faxing and photocopying; data entry and maintaining paper and electronic filing systems. Knowledge of advanced reporting such as Tableau or other similar platforms is a plus.