Executive Secretaries and Administrative Assistants - Nexus Staff
Albany, NY 12207
About the Job
Job Title: Administrative Assistants
Employment Type: Contract
Work Hours: 37.5 hrs./week
Work site: 100% Onsite
Location: 38-40 State St, Hampton Plaza, Albany, NY 12207
Job Duration: 1 Year
Closing: 10/22/2024.
Overview: The Administrative Assistant will provide high-level administrative support by conducting research, preparing reports, and handling information requests, in addition to performing essential clerical functions such as drafting correspondence, arranging conference calls, and scheduling meetings. The position requires knowledge of office administration, strong business communication skills, and proficiency in Microsoft Office. The Administrative Assistant will also support the office with various administrative tasks, ensuring smooth day-to-day operations.
Minimum Education:
- High School Diploma (or equivalent)
- Associates Degree or higher education.
Job Duties:
- Conduct research, prepare reports, and handle incoming information requests.
- Perform clerical functions, including drafting and preparing correspondence, memos, and written procedures.
- Arrange conference calls, schedule meetings, and manage shared calendars.
- Log payment requests into SharePoint and complete preliminary reviews to ensure paperwork is complete based on written procedures.
- Tabulate figures on invoices and payment requests.
- Prepare and run reports from various databases and create or manipulate Excel spreadsheets for office needs.
- Manage user access to an online application portal and communicate with potential applicants regarding access issues.
- Use Microsoft Word to prepare template documents, proofread and edit written materials, and apply advanced formatting (e.g., adding indexes or tables of contents).
- Monitor shared Outlook mailboxes, save documents electronically, and route them to appropriate staff members.
- Assist with special assignments and routine administrative tasks as directed by supervisors.
- Act as the immediate supervisor's personal representative in routine dealings with the public and state executives.
- Screen incoming correspondence and direct it to the appropriate staff, ensuring timely follow-up and response.
- Support office operations with additional administrative responsibilities as needed.
Qualifications:
- Minimum of two years of experience working in a fast-paced office environment, performing support staff tasks such as answering phones, preparing written materials, and processing paperwork and electronic records.
- Demonstrated ability to handle sensitive documents and confidential information with discretion.
- Proficiency in Microsoft Office applications, including advanced skills in Microsoft Word and Excel. Experience with SharePoint, shared calendars, and scheduling tools in Outlook is required.
- Strong organizational skills, with the ability to create and manage Excel spreadsheets for data management.
- Excellent communication skills, with attention to grammar, punctuation, and spelling.
- Ability to work independently or remotely from team members, displaying trustworthiness and reliability.
- Proven ability to work effectively within an administrative team and collaborate with project managers on various tasks.
Preferred Skills:
- Experience preparing template documents and utilizing advanced formatting features in Microsoft Word.
- Familiarity with business communications, including taking notes and documenting important information.
- Ability to support office management and administrative functions, maintaining proper organization and workflow.
Misc. Information:
- Monday to Friday, 9:00 AM to 5:00 PM
- Paid parking available, with daily, weekly, and monthly options through external services such as https://www.parkalbany.com or private lots like https://www.lazparking.com/local/albany-ny/e-comm-square.
- Public Transportation: Close to multiple CDTA bus lines.
- Interviews: In-person or via WebEx.
- Training: Yes, training will be provided.
The Nexus Staff Difference:
- Our outstanding healthcare coverage, including dental and vision, begins in just 30 days after you join us.
- We offer weekly payments via ACH (Automated Clearing House).
- Serving as Prime Vendors to New York State and New York City for over 10 years.
Source : Nexus Staff