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Administrative Assistant
Administrative AssistantNexus Staff Inc. • New York, NY, United States
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Administrative Assistant

Administrative Assistant

Nexus Staff Inc. • New York, NY, United States
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  • [job_card.full_time]
[job_card.job_description]

Job Title : Administrative Assistant

Employment Type : Contract

Work Hours : 37.5 hrs. / week

Work site : 100% Onsite

Location : One State Street Plaza, NY, NY 10004

Job Duration : 6 Months

Closing : 08 / 25 / 2025.

Minimum Candidate Qualifications :

  • 1. Bachelor's Degree

OR

  • 2. High School / High School Equivalency Diploma with at least two years of experience in administrative support

    • b. Eligible to work in New York State

    Job Description and Required Services :

  • Use of various information technology applications such as email, database, spreadsheets, and word processing applications (including Microsoft Office Suite) :

    • o Composes, types, and distributes correspondence, and reports

    o Sets up and manages paper and electronic filing systems

    o Creates, maintains, and enters information into spreadsheets and databases :

  • (SLMS, Client Designations, Fed Provider)
  • Updates SLMS and Fed Provider database as changes are made to enrollments, find replacements for classes, inform Fed providers of changes, track, collect and record certificates / attestations for completed classes (in SLMS)

    • o Creates and maintains SLMS courses and classes for Fed Provider and NAIC :

  • Maintains records for Fed Provider and NAIC courses
  • Track, collect and record certificates / attestations for completed classes
  • Answers telephone; give information to callers, takes messages, and transfers calls to appropriate individuals.
  • Greets visitors or callers and handles their inquiries; or directs them to the appropriate persons. Enters visitor information into Building Security system.
  • Operates office equipment such as printers, scanners, copiers, etc.; and arranges for repairs when equipment malfunctions.
  • Manage Training Unit correspondence and mail :

    • o Opens, reads, routes, and distributes incoming mail or other materials and answers routine inquiries

    o Mails various items including letters, reports, and training materials; and prepares packages and arranges for them to be shipped

    o Completes forms in accordance with agency procedures

  • Locates and attaches appropriate files

    • o Makes copies of various documents, places them in proper files, and distributes them to appropriate staff

  • Manage the Training Unit shared email accounts :

    • o Handles inquiries from staff or forwards them to program managers

  • Locates and attaches appropriate files to incoming correspondence requiring replies

    • o Files completed inquiries

    o Schedules and confirms appointments for clients, customers, or supervisors

  • Creates and Maintains SLMS records for these learning events and provides staff with certificates as needed
  • Manages Training resources (rooms and equipment) :

    • o Manages training rooms and resources, coordinates with Office Services and IT Helpdesk on rooms requests

  • Communicates with Office Services and IT Helpdesk to ensure that room resources / technology are in working order and submits requests for maintenance / assistance when necessary
  • Searches for information using various sources including the internet.
  • Participates in projects or contributes to committee or teamwork.
  • Other duties as assigned.

    • Preferred skills / abilities :

  • Proficiency in various information technology applications such as email, database, spreadsheets, and word processing applications (including Microsoft Office Suite)
  • Familiarity with virtual meeting platforms (Webex, Teams, Adobe Connect, etc)

    • Miscellaneous Information :

  • Monday through Friday, 9 PM to 5 PM; 37.5 hours per week.
  • Interviews will be conducted in-person or online based on the availability.
  • Training will be provided.
  • Telecommuting may be allowed after three months.
  • The Department does not provide parking, but the office is accessible by mass transit.

    • The Nexus Staff Difference :

  • Our outstanding healthcare coverage, including dental and vision, begins in just 30 days after you join us.
  • We offer weekly payments via ACH (Automated Clearing House).
  • Serving as Prime Vendors to New York State and New York City for over 10 years.
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