MAXIMUS

  • Sr. Administrative Assistant

    Job Locations US-NY-Albany
    Posted Date 2 weeks ago(2 weeks ago)
    Requisition ID
    2018-34050
    # of Openings
    1
    Job Schedule
    Regular Full-Time
  • Responsibilities

    Major Purpose: A brief statement of the position’s overall purpose and expected end results; why it exists.

    The Sr. Administrative Assistant is responsible for providing administrative support to several management levels, including the executive leadership team. The Sr. Administrative Assistant is also responsible for managing and administering several projects requiring direct interface with the Client. The Sr. Administrative Assistant will also perform back-up Receptionist job responsibilities, as required

    Duties / Responsibilities: Statements describing the essential (absolutely necessary) actions performed to achieve required

    • Manages administrative oversight of special projects for members of the leadership team, including maintaining meeting minutes, action item logs, coordinating meeting schedules, and preparing documents for archival, as required
    • Calendar scheduling and maintenance
    • Prepare weekly reports for client and Project, as required
    • Assists with ensuring accuracy of eMAP database for e-mail distribution lists for Project offices and departmental groupings for internal mail communications, and submitting tickets for resolution of inaccuracies, as required
    • Prepare weekly internal reports, as required
    • Attend Project and client meetings and take minutes, as required
    • Understand broad knowledge of departmental and company practices to assist leadership team and staff while exercising judgment on critical nature of information and confidentiality
    • Serves backup to the Communications Manager assisting with communications to all project staff and daily news updates Performs other duties as assigned by management
    • Assist in on boarding process of new hires Manage inventory and supply orders for leadership team
    • Type/generate letters and other documents, as necessary
    • Maintains records management, filing, retention, and/or labeling
    • Maintain confidentiality and security of all relevant information
    • Arrange meetings as required
    • Work schedule as established by supervisor to accommodate business hours
    • Assist supervisor and leadership team with special projects and tasks on an as needed basis
    • Perform accurately all data entry functions
    • Assist internal and external customers in problem resolution, as needed
    • Maintain updated knowledge of MAXIMUS-run programs
    • Provide excellent customer service
    • Assist with reception desk coverage including answering incoming telephone calls, greeting guests, assisting with interview check-in schedule, package delivery and all reception desk duties.
    • Operate multi-line phone system, answer incoming telephone calls and perform other clerical duties proficiently and professionally
    • Coordinate with Project staff, Client and health service organization staff across the State to administer the New York State Assistor training class enrollments and schedules.
    • Serve as one of the administrators for the ABSORB learning management system, both for external (navigators) and internal
    • Assist with ensuring accuracy of eMAP database for e-mail distribution lists for Project offices and departmental groupings for internal mail communications, and submitting tickets for resolution of inaccuracies, as required
    • Serve as a member of the Social Committee to assist with social event management and coordination of initiatives designed to increase Project morale
    • Manages administrative oversight of special projects for members of the leadership team, including maintaining meeting minutes, action item logs, coordinating meeting schedules, and preparing documents for archival, as required
    • Responsible for adhering to all established safety standards
    • Must be able to remain in a stationary position for an extended period of time
    • Occasionally lifts, carries, or otherwise moves items weighing up to 25 pounds
    • Work is constantly performed in an office environment
    • Perform other duties as assigned.

    Education Required:
    • High School Diploma or GED
    • Bachelor’s degree from an accredited college or university preferred.

    Background & Experience Required:
    • 3 years of experience
    • 7 years of administrative support experience or equivalent professional work experience preferred
    • Ability to operate in a fast-paced environment and handle multiple activities and meeting all deadlines

    The Ideal Candidate will Possess the Following Additional Education and Experience

    This is the corporate approved job titling framework criteria.  Please see the job summary for Project Specific position requirements.

    • High School Diploma with 4+ years of experience, or Associates degree with 2+ years experience.
    • May have additional training or education in area of specialization.
    • Works on assignments that are moderately difficult, requiring judgement in resolving issues.
    • Understands implications or work and makes recommendations for solutions.
    • Communicates on complex or sensitive issues or draft such responses for supervisor or team lead.

    EEO Statement

    EEO Statement: Active military service members, their spouses, and veteran candidates often embody the core competencies MAXIMUS deems essential, and bring a resiliency and dependability that greatly enhances our workforce. We recognize your unique skills and experiences, and want to provide you with a career path that allows you to continue making a difference for our country. We’re proud of our connections to organizations dedicated to serving veterans and their families. If you are transitioning from military to civilian life, have prior service, are a retired veteran or a member of the National Guard or Reserves, or a spouse of an active military service member, we have challenging and rewarding career opportunities available for you. A committed and diverse workforce is our most important resource. MAXIMUS is an Affirmative Action/Equal Opportunity Employer. MAXIMUS provides equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status or disabled status.

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