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Administrative Assistant

Buffalo, NY 14203

Posted: 07/06/2026 Industry: Administrative & Clerical Job Number: 8086 Pay Rate: 24.00

Job Description

Job Title: Administrative Assistant
Location: Buffalo, 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 motivated, detail-oriented Administrative Assistant to support the Division of State EMS. This is a fast-paced role requiring a dependable professional who can manage shifting priorities, organize critical records, and coordinate agency renewals alongside senior leadership.
Primary Responsibilities

  • Data & Document Management: Scan, photocopy, and organize electronic and paper files. Perform data entry and run reports across multiple database platforms.

  • EMS Licensure & Compliance: Track EMS licensure, manage agency renewal notifications, and ensure completion of required paperwork.

  • Compliance Verification: Issue compliance verification stickers and process Clinical Laboratory Improvement Amendments (CLIA) waiver verifications.

  • Communications: Organize incoming communications, manage deadlines, handle phone inquiries regarding policy, and coordinate meetings for senior staff.
Minimum Qualifications

  • Education: High school diploma or equivalent.

  • Technical Skills: Excellent knowledge of Microsoft Office (Word, Access, Outlook, Excel) and familiarity with electronic databases.

  • Core Skills: Strong organizational skills, comfort speaking on the phone, and the ability to work both independently and collaboratively.

  • Adaptability: Highly motivated and flexible enough to multitask as deadlines and priorities change rapidly.
Preferred Qualifications

  • Prior experience in a state health department environment.

  • Knowledge of the New York State EMS system.

  • Experience with advanced reporting platforms like Tableau.

Meet Your Recruiter

Vivian Chow
Talent Acquisition Specialist

Fellow New Yorker based in Brooklyn, Vivian brings hands-on experience in full-cycle recruiting across healthcare and corporate roles. She holds a Master’s degree from NYU and is known for managing high-volume hiring, improving recruiting processes, and connecting great talent with the right opportunities.

About Us

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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About Buffalo, NY

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