Executive Sec. and Admin. Assistants - 25697

Job Description

Administrative Assistant

Title

The Center for Health Care Facility Planning, Licensure, and Finance (“PLF”) in the NYS Department of Health’s Office of Primary Care and Health Systems Management’s is seeking to fill one (01) Administrative Assistant position located at 6 Empire State Plaza, Corning Tower, Albany, New York 12237.

Summary

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

General Duties

• developing and maintaining databases / tracking systems, 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, detail-oriented 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 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.

We provide equal employment opportunity for all applicants and employees regardless of race, color, sex, gender identity, gender expression, religion, age, national origin, citizenship, disability, medical condition, family care status, marital status, domestic partner status, sexual orientation, genetic information, military/veteran status, or any other protected basis.