Administrative Assistant (Hybrid)

We are seeking an organized and proactive Administrative Assistant to provide essential support to a busy office. The successful candidate will be responsible for ensuring smooth operations within the unit, managing schedules, handling communications, and coordinating administrative tasks to keep the office running efficiently.

Key Responsibilities

• Calendar and Schedule Management: Independently manage the office calendar and the Director's daily schedule, including scheduling, confirming, and canceling meetings with staff, vendors, and external parties. Ensure schedules are up to date and reliable.
• Correspondence and Documentation: Review, process, and maintain incoming and outgoing forms and correspondence for accuracy and completeness. Prepare and edit various office documents, including letters, memoranda, travel itineraries, and other materials.
• Vendor and Client Coordination: Communicate with external contractors, vendors, client agencies, and consultants to collect required reporting forms and monthly updates.
• Data Entry and Distribution: Input and organize forms and correspondence, ensuring they are properly distributed to the relevant staff and departments.
• Document Preparation: Draft and edit reports, letters, and other documents for review and signature by the Director.
• Data Collection and Reporting: Coordinate the collection of data necessary to respond to inquiries from government agencies, stakeholders, and other entities.
• Visitor and Call Screening: Screen visitors and phone calls, routing them to the appropriate department or staff. Handle inquiries professionally and efficiently.
• Problem Solving and Customer Service: Address questions, research issues, and resolve problems. Communicate agency policies and procedures, and refer more complex matters to the appropriate team members.
• Technical Reporting: Generate regular technical reports, ensuring accuracy and timeliness.
  
  

Qualifications

• Strong organizational and multitasking abilities.
• Ability to manage multiple tasks with attention to detail.
• Proficiency in office software (e.g., Microsoft Office Suite).
• Prior experience in an administrative or office support role is preferred.
  
  

Benefits

• Health Insurance
• Sick Time
• 401k
  
  

Location:

1220 Washington Ave., Bldg 9, 4th Floor, Albany, NY 12226

Duration: Initial estimated service dates are for [12/16/24-11/30/25, however services may be extended for up to a total of two years.

Apply by deadline: 12/6/2024

Shift Days/Times: M-F 9a-5p

Pay Range: $18.00 - $20.00 per hour (Depending on experience and qualifications)

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All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, marital status, national origin, age, veteran status, disability, or any other protected class.