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Job Description

Job ID#:

26593

Job Category:

Administrative/Clerical

Position Type:

Contract/W-2

Duration:

2 years

Shift:

9 am - 5 pm

Positions Available:

3

Executive Secretary

Our client is seeking an Executive Secretary for a temporary position (W2 Only) in Albany, NY

This is an excellent opportunity for the right individual. If interested in exploring this great opportunity, please apply directly at www.datrose.com/careers.

Veterans are encouraged to apply.

Position Details:

Duration: 2 years

Hours:M-F 9 to 5

Pay Rate: $26-$35/hour

What to Expect:

Job Description and Required Services:

Proofreading and reviewing all outgoing correspondence to ensure all issues have been addressed and are in compliance with PHL 230 or other respective policies and procedures

Coordinating Freedom of Information Law requests, including researching and drafting responses for OPMC Director approval, and tracking assignments

Coordinating Executive Correspondence for OPMC including conducting research and drafting of responses, tracking assignments, proofreading submissions and reporting on progress

Coordinating responses from the OPMC Web Mailbox to the public and other relevant program mailboxes by conducting research and proofreading responses to ensure accuracy

Coordinating the calendars and scheduling meetings of the Bureau Director, the two Deputy Directors, Director of Administrative Services, and the Executive Secretary of the Board, taking meeting minutes, and disseminating information as necessary-

Coordinating with the fiscal unit regarding the procurement of temporary personnel services performing initial screening of eligible candidates, tracking the scheduling and completion of interviews, obtaining references and background checks, completing all onboarding, and tracking all submitted timecards.

Coordinating with the fiscal unit all operational needs for OPMC offices statewide

Working with the Board for Professional Medical Conduct to ensure compliance with vouchering for services and any travel related needs for members

Working with the Board for Professional Medical Conduct and the Executive Secretary related to recruiting board members, coordinating annual meetings, taking minutes and disseminating information.

Working with the Board for Professional Medical Conduct in conjunction with the fiscal unit regarding the annual board training including but not limited to: securing of a venue and other vendors, creating any necessary instructions for the board members related to travel, participating in the execution of the annual training, and ensuring all vouchering and payments are made in accordance with OCS requirements

Working with the Director of Administrative Services for planning and preparing requests in the recruitment and selection process such as: creating initial recruitment requests, scheduling interviews, checking references, submitting nomination packets, and completing all onboarding and offboarding

Maintaining organizational charts and employee roster information

Liaise between internal and external stakeholders related to administrative and operational needs pertaining to program statewide or the Director's Office

Tracking Clinical Reviewer Quality Assurance assignments and assisting with package reports for submission to Medical Director for review

Participating in administrative unit Quality Assurance programs

Supervising and/or training paraprofessionals or other support staff for administrative services or the Director's Office

Backing up processing and/or required reporting of Board Final Actions Other responsibilities as assigned

Qualifications for Success:

MINIMUM QUALIFICATIONS:

- Prior administrative or secretarial experience supporting multiple senior level executives.

- Excellent communication (written and verbal) skills.

- Excellent problem-solving and research skills.

- Excellent organizational skills, with strong attention to detail, ability to multi-task, and meet deadlines.

- Proficiency with Microsoft Office Suite programs including but not limited to databases and web-based applications.

- Experience coordinating meetings and calendars of multiple senior level executives, note-taking, expense reports, travel arrangement, and communication with internal and external stakeholders.

- Experience with office operations including but not limited to program operations, personnel, and fiscal services.

PREFERRED QUALIFICATIONS:

- Experience with the medical conduct process.

- Experience with the Statewide Financial System (SFS).

- Experience with SharePoint.

- Experience purchasing, receipting, and tracking fiscal expenses.

- Experience providing supervision and0or training for other staff.

- Experience participating in staff procurement and recruitment process.

- Degree in business administration, management, or a related field.

Datrose is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, pregnancy, status as a parent, age, protected veteran status, family medical history or genetic information, political affiliation, status as a qualified individual with disability, or other non-merit based factors.

Authorization to work in the U.S. is a precondition of employment. Datrose does not sponsor employment visas.

Job Requirements

Minimum Security Clearance:

No