Administrative Assistant - Admin

Health Advocates Network is currently seeking an Administrative Assistant to work at a facility in Buffalo, NY.

Pay Rate: $18 / hour

• M-F, 8 hour shift (37.5 hours worked)

• Scanning/photocopying and organizing electronic and paper files.
• Organizing incoming communications and files.
• Performing data entry tasks and analyzing data in Division computer systems and databases.
• Issue stickers for compliance verification for Agency Recertification.
• CLIA waiver verifications.
• EMS Licensure tracking and coordinating agency renewals, sending renewal notifications to all NYS EMS agencies and ensuring required paperwork is completed.
• Managing communications deadlines and organizing materials for review.
• Running reports in multiple systems as needed.

• High school diploma (or equivalent).
• Excellent working knowledge of Microsoft Office (Word, Access, Outlook, Excel).
• The ability to work independently and as part of a team, handling multiple shifting priorities.
• Good organizational skills.
• Comfortable speaking on the phone.
• Familiarity with electronic databases.
• Dependable, highly motivated, detail-oriented, and capable of working autonomously in a fast‑paced environment with senior leadership.
• Ability to multitask and be flexible as deadlines and priorities change rapidly.

• Familiarity with and knowledge of the NYS EMS system.
• Prior experience working in a New York State Department of Health environment.
• Experience maintaining tracking and database systems.
• Experience preparing correspondence, reports and other written material.
• Ability to answer phones concerning policy or procedure and direct them to appropriate staff.
• Ability to set up and coordinate meetings for senior staff.
• Experience receiving and processing mail and fax documents.
• Proficiency in scanning, faxing and photocopying electronic communications.
• Data entry and maintaining paper and electronic filing systems.
• Knowledge of advanced reporting platforms such as Tableau.

• Medical
• Dental
• Vision
• Term Life
• Short-Term Disability Coverage
• 401K

Health Advocates Network, Inc. is an equal opportunity employer. All qualified applicants shall receive consideration for employment without regard to any legally protected basis under applicable federal, state or local law, except where a bona fide occupational qualification applies. EOE including Veterans/Disability.