Executive Secretaries and Administrative Assistants

Administrative Assistant – Office of Aging and Long-Term Care (Buffalo Regional Office)

Position Overview
We are seeking a highly organized and detail-oriented Administrative Assistant to provide high-level support within a fast-paced government office environment. This role supports senior staff by ensuring smooth daily operations, managing communications, and maintaining accurate records.

Key Responsibilities

• Answer and route incoming phone calls related to policies and procedures to appropriate staff
• Coordinate and schedule meetings for senior leadership
• Receive, sort, and process incoming mail; handle faxing and photocopying as needed
• Maintain and organize both paper and electronic filing systems
• Prepare correspondence, including letters and reports; close out incident and complaint documentation
• Support daily office operations and administrative functions as directed by senior management
• Complete ad hoc assignments and adjust priorities as needed in a dynamic work environment
• Assist with onboarding and orienting new or existing support staff when required

Qualifications

• Minimum of 2 years’ experience with the New York State Department of Health
• High school diploma or equivalent
• At least 2 years of experience in a professional office setting
• Strong proficiency in Microsoft Office (Word, SharePoint, Excel)
• Experience entering and extracting data from electronic databases
• Ability to work both independently and collaboratively with diverse teams
• Strong organizational skills with the ability to compile and structure reports
• Excellent written and verbal communication skills, including grammar and business writing
• Ability to multitask and manage shifting priorities in a high-volume environment

Preferred Qualifications

• Bachelor’s degree
• Microsoft Office certification
• Experience with Statewide Financial System (SFS)
• Familiarity with Health Commerce System (HCS)
• Experience with Department of Health (DOH) platforms and systems
• Background in computer information systems or basic programming

What We’re Looking For

• Dependable and highly motivated professionals
• Detail-oriented individuals who thrive in structured environments
• Strong multitaskers who can adapt quickly to changing priorities