Administrative Assistant - Division of State EMS

Location: Buffalo, NY
Contract Length: 2 Years

Schedule: Monday - Friday, 37.5 hours per week
Pay Rate: $22.00 - $28.00 per hour (based on experience)

Position Overview

Our client is seeking a motivated and detail-oriented Administrative Assistant to provide comprehensive administrative support for the Division's daily operations. This position is responsible for supporting licensing, certification, compliance tracking, data management, records administration, and communications while ensuring accurate and timely processing of critical EMS documentation.

The ideal candidate will possess strong organizational skills, excellent attention to detail, and the ability to manage multiple priorities in a fast-paced government environment while providing professional support to senior leadership and EMS stakeholders throughout New York State.

Responsibilities:

• Scanning/photocopying and organizing electronic and paper files
• Organizing incoming communications and files
• Performing data entry tasks and analyses of data in division computer systems and databases
• Issue stickers for compliance verification for affirmation of compliance for agency recertification
• Clinical laboratory improvement amendments (clia) waiver verifications
• Ems licensure tracking and coordinating agency renewals, and data management. Send agency renewal notifications to all nys ems agencies. Ensure that all required paperwork is completed.
• Managing communications deadlines and organize materials for review
• Running reports in multiple different systems as needed

 Minimum qualifications: 

• High school diploma (or equivalent)
• Excellent working knowledge of microsoft office, specifically word, access, outlook and excel
• The ability to work independently
• The ability to work on a team and handle multiple, shifting priorities
• Good organizational skills
• Comfort with speaking on the phone
• Familiarity working in electronic databases
• Should be dependable, highly motivated, detail-oriented, and comfortable working autonomously and comfortable working in a fast-paced environment with senior leadership of the bureau.
• Should be able to multitask and be flexible in moving from assignment to assignment as deadlines and priorities change rapidly.

Preferred qualifications: 

• Familiarity with and knowledge of the EMS system in NYS
• Prior experience working in a New York State Department of Health environment
• Performing administrative support responsibilities such as maintaining various tracking and database systems
• Preparing a variety of correspondence, reports and other written material
• Answering phones concerning policy or procedure and directing them to appropriate staff
• Setting up and coordinating meetings for senior staff
• Receiving and processing mail and fax documents
• Managing electronic communications - Scanning, faxing and photocopying
• Data entry and maintaining paper and electronic filing systems
• Knowledge of advanced reporting such as Tableau or other similar platforms