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Job Title: Administrative Assistant Location: Albany, NY
Type: Full-Time / State Agency
Schedule: Monday–Friday, 8-hour days (37.5 hours/week) Position Summary Penda Aiken inc. is a staffing firm located in Brooklyn New York. Our client is a New York State Agency and is seeking a reliable, detail-oriented Administrative Assistant to serve as the main support staff person in the Executive Office for the Bureau of Funeral Directing. This fast-paced role requires an exceptionally dependable, punctual professional who can effectively manage shifting priorities, handle sensitive documentation, and provide essential administrative backing to the bureau staff. Primary Responsibilities
Office & Visitor Relations: Answer, screen, and transfer incoming phone calls to appropriate bureau staff. Receive, welcome, and direct visitors and clients professionally.
Credentialing & Documentation: Prepare official letters of good standing and license verifications for the Bureau Director's signature. Process candidate information packets for law exams and assemble registration packets for residents.
Data & Spreadsheet Maintenance: Maintain and update tracking spreadsheets in Excel for monthly website updates regarding Open/Closed Firms, Registered Residents, and active Licensed Funeral Directors.
Financial Tracking: Process incoming cash-lined checks accurately and coordinate their swift submission to the Bureau of Accounts Management.
Clerical Operations: Handle general clerical duties including copying, faxing, scanning, sorting/distributing incoming mail, maintaining office supply inventories, and coordinating maintenance requests for office equipment.
Records Management: Maintain electronic and hard copy archiving systems across shared database networks (P-drive) and physical file rooms; quickly retrieve documents as requested by staff.
Minimum Qualifications
Education: High School Diploma or equivalent.
Experience: Minimum of one (1) year of experience working in a professional office setting.
Technical Skills: Excellent working knowledge of Microsoft Office applications (specifically Word, Excel, PowerPoint, and Outlook) along with the ability to navigate electronic databases and tracking systems.
Core Competencies: Strong organizational and communication skills (both written and verbal) paired with the baseline ability to manage multiple, changing priorities.
Preferred Qualifications
Bachelor’s degree or higher.
Advanced proficiency in Excel and Outlook, including direct experience tracking metrics and managing calendars or scheduling meetings for leadership.
Demonstrated ability to work highly independently with minimal guidance in a fast-paced environment.
For more than thirty years, Penda Aiken, Inc. has committed itself to serving New York State, solidifying our position as a leading talent acquisition firm in the Northeast. Our team of industry experts collaborates closely with top-tier companies and exceptional candidates, providing personalized guidance to ensure the best possible results for everyone involved.
Partnering with Penda Aiken Inc. means positioning yourself for success. We provide access to competitive compensation, comprehensive benefits such as healthcare and dental coverage, a 401(k) plan, and paid time off (PTO), all delivered with personalized attention.
Penda Aiken, Inc. is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants without regard to race, color, religion, sex, pregnancy, national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information, military and veteran status, and any other characteristic protected by applicable law.
Ready to take the next step in your career? Explore our job opportunities in the vibrant Albany, New York area! Known for its rich history, stunning architecture, and thriving arts scene, Albany offers endless opportunities for professional growth. Whether you're strolling through Washington Park, catching a show at The Egg, or indulging in local delicacies like chicken riggies or spiedies, Albany's charm and unique culture will make your career journey even more rewarding. Join us in this dynamic region and discover why Albany is not just a job location but a place to thrive!
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