Administrative Assistants

Job Title

M-F, 8 hour shift (37.5 hours worked). 30 Minute Unpaid Lunch Break No Holiday work, Overtime or travel required No Parking Provided

General Duties:
The successful candidate will assist with administrative functions related to the Division of State EMS. These will include:

• Scanning/photocopying and organizing electronic and paper files
• Organizing incoming communications and files
• Performing data entry tasks and analyses of data in Division computer systems and databases
• Issue stickers for compliance verification for Affirmation of Compliance for Agency
• Clinical Laboratory Improvement Amendments (CLIA) waiver verifications
• EMS Licensure tracking and coordinating agency renewals, and data management. Send agency renewal notifications to all NYS EMS agencies. Ensure that all required paperwork is completed.
• Managing communications deadlines and organize materials for review
• Running reports in multiple different systems as needed

Minimum qualifications:

• High school diploma (or equivalent)
• Excellent working knowledge of Microsoft Office, specifically Word, Access, Outlook and Excel
• The ability to work independently
• The ability to work on a team and handle multiple, shifting priorities
• Good organizational skills
• Comfort with speaking on the phone
• Familiarity working in electronic databases
• Should be dependable, highly motivated, detail-oriented, and comfortable working
• Autonomously and comfortable working in a fast-paced environment with senior leadership of the Bureau.
• Should be able to multitask and be flexible in moving from assignment to assignment as deadlines and priorities change rapidly.

Preferred qualifications:

• Familiarity with and knowledge of the EMS system in NYS
• Prior experience working in a New York State Department of Health environment
• Performing administrative support responsibilities such as maintaining various tracking and database systems
• Preparing a variety of correspondence, reports and other written material
• Answering phones concerning policy or procedure and directing them to appropriate staff
• Setting up and coordinating meetings for senior staff
• Receiving and processing mail and fax documents
• Managing electronic communications - Scanning, faxing and photocopying
• Data entry and maintaining paper and electronic filing systems
• Knowledge of advanced reporting such as Tableau or other similar platforms

Salary commensurate with scope of work job experience Proper footwear required to perform tasks in a safe manner. Perform other reasonably related duties as required. New Wave People is an Equal Opportunity Employer (EEO). #ADMIND
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