Administrative Assistant

Administrative Assistant - Division of State EMS

Location:

Buffalo, NY

Contract Length: 2 Years

Schedule:

Monday - Friday, 37.5 hours per week

Pay Rate: $22.00 - $28.00 per hour (based on experience)

Position Overview

Our client is seeking a motivated and detail-oriented Administrative Assistant to provide comprehensive administrative support for the Division's daily operations. This position is responsible for supporting licensing, certification, compliance tracking, data management, records administration, and communications while ensuring accurate and timely processing of critical EMS documentation.

The ideal candidate will possess strong organizational skills, excellent attention to detail, and the ability to manage multiple priorities in a fast-paced government environment while providing professional support to senior leadership and EMS stakeholders throughout New York State.

Key Responsibilities

* Provide administrative support for the Division of State EMS and assist with daily office operations.

* Scan, photocopy, organize, and maintain both electronic and paper filing systems.

* Organize incoming correspondence, communications, and documentation for appropriate processing and distribution.

* Perform data entry, validation, and analysis within Division databases and computer systems.

* Issue compliance verification stickers for Agency Recertification Affirmation of Compliance requirements.

* Verify and process Clinical Laboratory Improvement Amendments (CLIA) waiver documentation.

* Track EMS agency licensure and coordinate agency renewal activities.

* Prepare and distribute renewal notifications to New York State EMS agencies and ensure all required documentation is submitted and processed.

* Monitor administrative deadlines and organize materials for management review.

* Generate reports from multiple agency databases and information systems as requested.

* Maintain accurate records and tracking systems for licensing, certifications, renewals, and compliance activities.

* Answer telephone inquiries professionally, respond to general procedural questions, and route inquiries to appropriate staff members.

* Assist with receiving, processing, and distributing incoming mail, fax documents, and electronic communications.

* Support meeting coordination for senior staff, including scheduling meetings, preparing materials, and maintaining calendars.

* Prepare correspondence, reports, spreadsheets, and other administrative documents.

* Perform additional administrative duties as assigned.

Minimum Qualifications

Candidates must possess:

* High school diploma or equivalent.

* Excellent working knowledge of Microsoft Office Suite, including:

* Word

* Excel

* Outlook

* Access

* Experience working with electronic databases and computerized recordkeeping systems.

* Strong organizational and time management skills.

* Ability to work independently with minimal supervision.

* Ability to work collaboratively as part of a team.

* Strong attention to detail and accuracy.

* Excellent verbal and written communication skills.

* Professional telephone etiquette and customer service skills.

* Ability to manage multiple priorities and adapt quickly to changing assignments and deadlines.

* Dependable, motivated, and capable of working in a fast-paced professional environment supporting senior leadership.

Preferred Qualifications

Preference may be given to candidates with experience in one or more of the following areas:

* Familiarity with New York State Emergency Medical Services (EMS) operations and regulatory processes.

* Previous experience working within the New York State Department of Health or another New York State government agency.

* Administrative support experience maintaining tracking systems and electronic databases.

* Preparing correspondence, reports, spreadsheets, and other business documents.

* Coordinating meetings and providing administrative support to executive or senior-level staff.

* Answering inquiries regarding policies and procedures and directing calls appropriately.

* Processing incoming mail, fax documents, scanning, photocopying, and electronic document management.

* Maintaining both paper and electronic filing systems.

* Experience with reporting and data visualization platforms such as Tableau or similar business intelligence tools.

Desired Skills

* Exceptional organizational and multitasking abilities.

* Strong analytical and problem-solving skills.

* Excellent data entry accuracy and attention to detail.

* Ability to prioritize competing assignments while meeting deadlines.

* Proficiency in maintaining confidential records and sensitive information.

* Strong interpersonal and customer service skills.

* Ability to communicate effectively with internal staff, healthcare providers, EMS agencies, and external stakeholders.

* Commitment to accuracy, professionalism, and continuous improvement.

This is an excellent opportunity for the right individual.

If interested in exploring this great opportunity, please apply directly at

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