Executive Secretary and Administrative Assistant

Job Description:

The Bureau of Funeral Directing in the NYS Department of Health, Center for Health Care Provider Services Oversight (CHCPSO) is seeking to fill one Administrative Assistant position at 875 Central Avenue, Albany, New York 12206.

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.

• Answer, screen and transfer incoming phone calls to appropriate BFD staff.
• Receive and direct visitors and clients.
• Perform general clerical duties including photocopying, faxing, scanning, 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.

The successful candidate should be reliable, dependable, punctual, highly motivated, detail-oriented and be able to function efficiently and effectively in a fast-paced work environment.

• High School Diploma (or equivalent).
• One (1) year minimum experience working in an office setting.
• Excellent working knowledge of Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
• The ability to handle multiple, shifting priorities.
• Strong organizational and communication skills (written and verbal).
• Ability to 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, and scheduling of meetings.

We provide equal employment opportunity for all applicants and employees regardless of race, color, sex, gender identity, gender expression, religion, age, national origin, citizenship, disability, medical condition, family care status, marital status, domestic partner status, sexual orientation, genetic information, military/veteran status, or any other protected basis.