Job Description
Job Description
A New York State government agency that oversees emergency medical services and supports healthcare system coordination is seeking a dependable Administrative Assistant to support leadership within its Division of State EMS. This role is to requires a candidate who can operate independently while managing complex administrative, technical, and file digitization responsibilities in a fast-paced environment. The Peak Performers Difference
- Qualified applicants with chronic medical conditions and/or disabilities receive priority placement
- Comprehensive medical, dental, and vision insurance coverage available from the first day of the month following 60 days of employment
- Our employees may participate in a 403(b)-retirement plan
- We pay weekly through direct deposit
- In business since 1994 and thousands of job placements
Major Duties
- Lead administrative oversight of Division file management, including developing and maintaining retention and archival schedules
- Perform hands-on file digitization, ensuring accuracy, organization, and compliance with state retention policies
- Maintain and manage both electronic and physical records systems with strict confidentiality standards
- Audit records and filing systems to ensure compliance and identify gaps or inefficiencies
- Utilize SharePoint and other Office 365 tools to manage, organize, and store documents
- Work within networked environments and shared drives, ensuring proper file structure and accessibility
- Generate and run reports across multiple systems and databases
- Support system-based workflows related to records, reporting, and administrative processes
- Manage complex calendars for Division leadership, including prioritization and conflict resolution
- Coordinate meetings with internal and external stakeholders
- Organize and analyze incoming communications, documents, and requests
- Prepare reports, correspondence, and materials for leadership review
- Track deadlines and ensure timely submission of required documentation
- Serve as Travel Proxy, including preparing travel documentation and entering travel into the SFS system
- Assist with division-wide initiatives such as space management, file consolidation, and process improvements
- Support multiple concurrent projects with shifting priorities and deadlines
- Operate independently with minimal supervision while maintaining high accuracy and accountability
Required Qualifications
- 3+ years of experience in administrative support roles with demonstrated technical responsibilities
- Hands-on experience with file digitization and records management, including retention policies and archival processes
- Strong working knowledge of Microsoft Office 365, particularly SharePoint, Outlook, Excel, and Teams
- Experience working within networked environments, shared drives, or server-based file systems
- Proven ability to work independently and manage competing priorities
- Strong organizational, auditing, and time-management skills
- Demonstrated ability to maintain confidentiality with sensitive information
- Consistent and recent professional experience with minimal employment gaps
Preferred Qualifications
- Experience supporting executive-level leadership in a government or healthcare environment
- Familiarity with New York State systems (e.g., SFS)
- Experience auditing records or ensuring compliance with regulatory or organizational policies
- Background in structured or highly regulated environments
- Experience managing large-scale file conversions or digitization projects
Exciting Opportunity Details
- Compensation Rate: $21.00/hour
- Length of engagement: Through January 4, 2027 with potential for extension
- Days/Hours: Monday-Friday; Flexible start times between 7:30am - 9am (full time, 37.5 hours per week)
- Location: Onsite in Albany, NY 12206
Applicants for employment with Peak Performers must possess work authorization that does not require sponsorship for a visa now or in the future.
Peak Performers is an equal opportunity employer and will consider all applicants without regard to race, marital status, sex, age, color, religion, national origin, veteran status, disability or any other characteristic protected by law. Peak Performers does not accept unsolicited resumes from headhunters, recruitment agencies or fee-based recruitment services.
Custom Job ID: 26-NY-PO1080.2#LI-Onsite#CHP