Administrative Assistant (On-site)

We are seeking an organized and detail-oriented Administrative Assistant to serve as a floater supporting multiple Bureau of Vital Records (BVR) units. This position will assist with processing, reviewing, filing, and mailing birth, death, marriage, dissolution, and other vital records. The ideal candidate will have strong data-entry, clerical, and organizational skills and be comfortable moving between assignments based on departmental needs.

• Assist with processing orders for birth, death, marriage, and dissolution certificates
• Retrieve fiche cards, create white copies, and prepare records for paid batches
• Assist with managing VitalChek orders and entering order comments into the database
• Seal certificates and enter safety paper information for paid batches, VitalChek orders, gratis requests, and overnight requests
• Sort and mail orders to the New York City Bureau of Vital Records as needed
• Key and verify amended and corrected birth and death certificates scanned into FileNet
• Interfile current vital-event certificates
• Type amendment cases using books, FileNet, and SPDS
• Audit and mail certificates to local registrars and applicants
• File sealed records and Court-Ordered Paternity records
• Review and fulfill correction orders for birth certificates
• Open, sort, search, and file incoming mail for BVR units
• Assist with record searches to track and verify vital-event records for internal and external stakeholders
• Code and enter marriage and birth certificate information
• Enter pregnancy-loss records
• Code dissolution certificates
• Perform additional clerical duties as needed to support the timely fulfillment of vital-record orders

Qualifications

• Previous administrative, clerical, records-management, or data-entry experience
• Strong attention to detail and accuracy
• Ability to handle confidential and sensitive information appropriately
• Proficiency with Microsoft Office and database systems
• Strong organizational and filing skills
• Ability to manage multiple assignments and shift between departments as needed

Benefits:

• Health Insurance
• Sick Time
• 401k

Location: 800 North Pearl Street, Menands, NY 12204

Duration: Approximately 2 years
Apply by deadline: 8/3/2026
Shift Days/Times: Monday-Friday, 8:30-4:45pm

Pay Range: $20.00 - $22.00 per hour (Depending on experience and qualifications)

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All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, marital status, national origin, age, veteran status, disability, or any other protected class.