Executive Secretaries and Administrative Assistants - Nexus Staff
Albany, NY 12224
About the Job
Job Title: Administrative Assistant
Employment Type: Contract
Work Hours: 37.5 hrs./week
Work site: 100% Onsite
Location: The Capitol, Albany NY 12224
Job Duration: 4 Months
Closing: 12/08/2023.
Minimum Education:
- High School Diploma
Work Experience:
- Previous experience in administrative support roles is preferred.
Job Duties:
- Serve as the bureau receptionist, managing the main phone line, transferring calls, and taking detailed messages for proper follow-up. Read and respond to ADMINOP e-mails.
- Provide general administrative support to the Bureau Chief, Deputy Bureau Chief, and Analysts, including preparing memos, scheduling appointments, maintaining calendars, record-keeping, updating office contact lists, data entry, filing, and additional tasks as needed.
- Support records management, processing daily requests for file charge-outs and returns, answering emails and phone calls regarding file transactions, and generating end-of-day reports for vendors.
- Scan and send purchase requests and procurement transaction logs to the OAG budget office for processing.
- Verify charges on the FedEx bill for the Albany mailroom, ensuring packages were sent by the mailroom or staff in Albany Bureaus using overnight air bills, and provide approval for payment once verified.
- Manage the clerical aspects of the maintenance renewal program for OAG equipment.
- Update and send monthly building access forms to all building managers for vendors.
- Administer statewide key inventory, including submitting forms for key requests, receiving and forwarding keys, updating the database for keys and locks.
- Provide coverage in the Mail Room when needed.
- Must possess a valid driver's license.
- Perform other duties as assigned.
Preferred Skills:
- Strong communication and interpersonal skills.
- Proficiency in MS Office Suite (Word, Excel, Outlook).
- Organizational and multitasking abilities.
- Detail-oriented with a focus on accuracy in record-keeping and data entry.
- Ability to maintain confidentiality and handle sensitive information.
- Familiarity with administrative processes and procedures.
Misc. Information:
- Shift Days/Times: Monday to Friday, 8:30 AM to 5:00 PM (37.5 Hours)
- Physical Requirements: Ability to lift and carry up to 50 pounds.
- Valid driver's license is a requirement for the role.
- Public transportation options via CDTA are available nearby.
- Interview will be conducted in person or via online based on the availability.
- Training: 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