Executive Secretaries and Administrative Assistants

Administrative AssistantThe 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 scheduleEnsure compliance with retention policiesDigitizing files as neededMaintain confidentiality with all sensitive and confidential materialsScheduling meetings with internal and external stakeholdersOrganizing and analyzing incoming communications and filesManaging daily schedule for Division Leadership, ensure no conflicts on calendars and prioritizeMeetings as neededManaging communications deadlines and organize materials for reviewRunning reports in multiple different systems as neededCompleting required state forms needed for submission of paperworkAssist with multiple projects within the Division, including space management and consolidationSuccessful 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 serversHighschool diploma or equivalentExcellent working knowledge of Microsoft Office 365, including Outlook, Teams, SharePoint, Word, Excel, and PowerPoint in a professional settingAbility to work independently and also contribute to a teamAbility to maintain confidentialityStrong organizational and time-management abilitiesComfort with speaking on the phoneAbility to reconcile projects, audit for consistency, completeness and accuracyAbility to develop tiered filing management (folders) to represent proper organization of DocumentsFamiliarity working in electronic databasesPreferred qualifications include:Experience providing executive-level administrative support in a government or healthcare environmentExperience coordinating meetings and travel logistics across multiple stakeholders or agenciesExperience preparing a variety of correspondence, reports and other written materialExperience managing electronic communicationsComfort with data entry and maintaining paper and electronic filing systemsMiscellaneous Information:Monday through Friday, 8-hour shift; half hour unpaid lunch breakThe shift timing is flexible and can be: 7:30 – 3:30, 8 – 4, 8:30 – 4:30, or 9 – 5Free parking on site availablePublic bus stops within a block of the office for convenient transportationInterviews will be conducted virtually. We will set up a Webex to conduct the interviewA deposit of $13 charged for a NYS ID CardTraining will be providedThe Nexus Staff Difference:Our outstanding healthcare coverage, including dental and vision, begins in just 30 days after you join usWe offer weekly payments via ACH (Automated Clearing House)Serving as Prime Vendors to New York State and New York City for over 10 years