Job Title: Administrative Assistant Location: Albany, NY
Type: Full-Time / State Agency Contract
Schedule: Monday–Friday, 8:30 AM – 4:30 PM (37.5 hours/week)
Work Mode: 100% On-site 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 an organized and detail-oriented Administrative Assistant to support student payroll and internship administrative functions.
This position is currently open to cover an incumbent who is out on leave. Comprehensive training will be provided to ensure the successful candidate is fully equipped to manage onboarding timelines, maintain data systems, and interface with incoming interns. Primary Responsibilities
Inbox & Communication Management: Monitor the dedicated Student Payroll email inbox; respond directly to inquiries or forward them to the appropriate department personnel.
Intern Onboarding Support: Review incoming employment and onboarding paperwork for paid interns to ensure accuracy, compliance, and completeness. Follow up directly with interns to resolve missing or incorrect documentation.
System Data Entry: Process required HR system transactions for paid interns. Create user profiles within the Leave and Accrual Tracking System (LATS) and distribute instructional guidance emails to new interns.
Records Maintenance: Build physical personnel folders for new interns. Systematically file processed paperwork into physical file cabinets and/or transition them into secure electronic file systems.
Office Operations: Receive, sort, and distribute incoming office mail. Coordinate visitor access directly with building security/Administrative Services (ASB) for seamless building entry. Performs other general administrative duties as assigned.
Minimum Qualifications
Education: High school diploma or equivalent.
Experience: Prior administrative or office support experience is preferred but not required (training is fully provided).
Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
Core Competencies: Strong attention to detail, excellent organizational habits, and the ability to multitask and independently manage workflows to meet time-sensitive deadlines.
Interview Process
Round 1: Conducted virtually.
Round 2: Conducted in person.
Additional Information
Property Deposits: No payment deposit is required for any issued property (such as IDs, keys, or security passes).
Parking: Various parking options are available in downtown Albany, including visitor lots ($10/day), municipal parking structures, and private lots.
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.
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