Executive Secretaries and Administrative Assistants

Job Title:

Administrative Assistant

Employment Type:

Contract

Work Hours:

37.5 hrs./week
Work site: 100% Onsite

Location:

875 Central Avenue, Albany NY 12206
Job Duration: 2 Years
Closing: 07/09/2026

Summary:

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

General duties:

• Answer, screen and transfer incoming phone calls to appropriate BFD staff.
• Receive and direct visitors and clients.
• Perform general clerical duties including photocopying, fax, scan, and mailings as delegated.
• Maintain electronic and hard copy filing systems in both the P-drive and in the bureau's designated file room.
• Retrieve documents from filing system as requested.
• Complete requests for information and data by staff.
• Prepare letters of good standing and license verifications for the BFD Director's signature.
• Open, sort and distribute incoming correspondence.
• Maintain office supply inventories.
• Coordinate requests for maintenance of office equipment.
• Maintain Excel spreadsheets for the monthly website updates for Open Firms, Closed Firms, Registered Residents and active Licensed Funeral Directors.
• Process cash-lined checks for submission to the Bureau of Accounts Management.
• Prepare and assemble registered resident packets for mailing to applicants.
• Prepare the law exam candidate information packets for distribution to applicants.
• Perform other duties as requested by BFD staff.

• 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

• Bachelor's Degree or higher
• 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

• Monday through Friday, 8-hour shift;
  Half hour unpaid lunch break.
• The shift timing is flexible and can be: 7:30 – 3:30, 8 – 4, 8:30 – 4:30, or 9 – 5.
• Free parking on site available
• Public bus stops within a block of the office for convenient transportation.
• Interviews will be conducted virtually. We will set up a Webex to conduct the interview.
• Training will be provided.

• 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.