Administrative Assistant

Data & Spreadsheet Maintenance: Maintain and update tracking spreadsheets in Excel for monthly website updates regarding Open/Closed Firms, Registered Residents, and active Licensed Funeral Directors. Clerical Operations: Handle general clerical duties including copying, faxing, scanning, sorting/distributing incoming mail, maintaining office supply inventories, and coordinating maintenance requests for office equipment.

Job Title: Administrative Assistant
Location: Albany, 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 reliable, detail-oriented Administrative Assistant to serve as the main support staff person in the Executive Office for the Bureau of Funeral Directing. This fast-paced role requires an exceptionally dependable, punctual professional who can effectively manage shifting priorities, handle sensitive documentation, and provide essential administrative backing to the bureau staff.
Primary Responsibilities

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  Office & Visitor Relations: Answer, screen, and transfer incoming phone calls to appropriate bureau staff. Receive, welcome, and direct visitors and clients professionally.
  
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  Credentialing & Documentation: Prepare official letters of good standing and license verifications for the Bureau Director's signature. Process candidate information packets for law exams and assemble registration packets for residents.
  
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  Data & Spreadsheet Maintenance: Maintain and update tracking spreadsheets in Excel for monthly website updates regarding Open/Closed Firms, Registered Residents, and active Licensed Funeral Directors.
  
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  Financial Tracking: Process incoming cash-lined checks accurately and coordinate their swift submission to the Bureau of Accounts Management.
  
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  Clerical Operations: Handle general clerical duties including copying, faxing, scanning, sorting/distributing incoming mail, maintaining office supply inventories, and coordinating maintenance requests for office equipment.
  
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  Records Management: Maintain electronic and hard copy archiving systems across shared database networks (P-drive) and physical file rooms; quickly retrieve documents as requested by staff.
  

Minimum Qualifications

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  Education: High School Diploma or equivalent.
  
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  Experience: Minimum of one (1) year of experience working in a professional office setting.
  
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  Technical Skills: Excellent working knowledge of Microsoft Office applications (specifically Word, Excel, PowerPoint, and Outlook) along with the ability to navigate electronic databases and tracking systems.
  
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  Core Competencies: Strong organizational and communication skills (both written and verbal) paired with the baseline ability to manage multiple, changing priorities.
  

Preferred Qualifications

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  Bachelor’s degree or higher.
  
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  Advanced proficiency in Excel and Outlook, including direct experience tracking metrics and managing calendars or scheduling meetings for leadership.
  
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  Demonstrated ability to work highly independently with minimal guidance in a fast-paced environment.