Executive Secretary/ Administrative Assistant

Executive Secretary/ Administrative Assistant Penda Aiken - 3.5 Albany, NY Job Details Temporary | Contract 1 day ago Qualifications Microsoft Excel Microsoft Outlook Task prioritization Technical Proficiency File organization

Full Job Description Location:

New York State (Various Locations)

Type:

Full-Time /

Contract Sector:

Government Services / Vocational Rehabilitation 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 highly organized and detail-oriented Administrative Support Specialist to assist the Adult Career and Continuing Education Services-Vocational Rehabilitation (ACCES-VR) team. This role is essential in supporting the mission of helping individuals with disabilities achieve and maintain employment. You will handle critical administrative workflows, from processing service applications to managing digital and physical records, ensuring the office operates efficiently to serve our community.

Key Responsibilities Documentation & Filing:

Manage the full lifecycle of participant records, including physical folder handling (lifting/placing in cabinets) and systematic electronic filing.

Application Processing:

Assist in the registration and review of service applications, ensuring all required fields are complete for counselor review.

Case Management Support:

Utilize specialized

ACCES-VR

computer programs and databases for accurate data entry and tracking of participant progress.

Communication & Correspondence:

Act as a primary point of contact for customer inquiries; correspond professionally via email and phone to answer questions and provide status updates.

Office Operations:

Maintain a professional front-desk presence; manage incoming/outgoing mail, scan documents, and handle faxing duties.

Scheduling:

Coordinate and manage appointment calendars for vocational counselors and participants to ensure timely service delivery.

Required Qualifications Technical Proficiency:

Strong working knowledge of Microsoft Office Suite (Outlook, Teams, Word, Excel, and Forms).

Virtual Collaboration:

Experience providing or supporting services via virtual platforms like Zoom and Microsoft Teams.

Organizational Skills:

Proven ability to manage multiple tasks simultaneously and prioritize duties to meet strict deadlines.

Physical Ability:

Must be comfortable with physical filing duties, including the ability to lift and move file folders and operate standard office equipment.

Communication:

Exceptional customer service skills with the ability to convey complex information clearly to a diverse population. Preferred Skills Prior experience working within a New York State agency or vocational rehabilitation environment. A quick learner with the ability to master agency-specific software (ACCES-VR proprietary systems).