What are the responsibilities and job description for the Executive Secretaries and Administrative Assistants position at Penda Aiken?
Administrative Assistant – Office of Aging and Long-Term Care (Buffalo Regional Office)
Position Overview
We are seeking a highly organized and detail-oriented Administrative Assistant to provide high-level support within a fast-paced government office environment. This role supports senior staff by ensuring smooth daily operations, managing communications, and maintaining accurate records.
Key Responsibilities
- Answer and route incoming phone calls related to policies and procedures to appropriate staff
- Coordinate and schedule meetings for senior leadership
- Receive, sort, and process incoming mail; handle faxing and photocopying as needed
- Maintain and organize both paper and electronic filing systems
- Prepare correspondence, including letters and reports; close out incident and complaint documentation
- Support daily office operations and administrative functions as directed by senior management
- Complete ad hoc assignments and adjust priorities as needed in a dynamic work environment
- Assist with onboarding and orienting new or existing support staff when required
Qualifications
- Minimum of 2 years’ experience with the New York State Department of Health
- High school diploma or equivalent
- At least 2 years of experience in a professional office setting
- Strong proficiency in Microsoft Office (Word, SharePoint, Excel)
- Experience entering and extracting data from electronic databases
- Ability to work both independently and collaboratively with diverse teams
- Strong organizational skills with the ability to compile and structure reports
- Excellent written and verbal communication skills, including grammar and business writing
- Ability to multitask and manage shifting priorities in a high-volume environment
Preferred Qualifications
- Bachelor’s degree
- Microsoft Office certification
- Experience with Statewide Financial System (SFS)
- Familiarity with Health Commerce System (HCS)
- Experience with Department of Health (DOH) platforms and systems
- Background in computer information systems or basic programming
What We’re Looking For
- Dependable and highly motivated professionals
- Detail-oriented individuals who thrive in structured environments
- Strong multitaskers who can adapt quickly to changing priorities