Job Title: Part-Time Executive Secretary / Administrative Assistant (2 Positions), OnSite

Location: Schenectady, NY (In-Person)
Schedule: Monday–Thursday, 4 hours per day (approximately 16–20 hours per week)
Parking: Free onsite parking provided
Pay Rate: $25-26/hr

Position Overview
The Justice Center for the Protection of People with Special Needs (Justice Center) is seeking two detail-oriented and task-focused individuals to fill part-time Executive Secretary / Administrative Assistant roles in its Schenectady, NY office. The current need is for approximately 20 hours per week per position; however, hours may increase based on business needs. These roles require individuals who can work independently, manage time-sensitive assignments, and maintain a high level of accuracy and confidentiality in handling sensitive information.

Key Responsibilities
Duties include, but are not limited to:

Processing electronic and hard-copy reports of death and records received, and attaching such reports/records to case files.
Creating provider contacts in case files.
Searching the New York State Department of Health (DOH) death certificate database and uploading copies of death certificates to mortality review cases.
Creating and mailing correspondence related to unit record requests.
Creating and mailing case closure letters.
Closing cases in the Justice Center's Vulnerable Persons Central Register (VPCR).
Importing and exporting information from the Justice Center and other agency databases as required.
Performing other administrative tasks and projects as assigned, depending on agency needs.

Some responsibilities require the proper handling of confidential information and working with records across multiple agency systems.

Required Skills and Qualifications

Strong attention to detail and ability to complete time-sensitive tasks independently.
Working knowledge of office administration and management practices.
Proficiency with computer programs including:
- Microsoft Office (Word, Excel, Teams, SharePoint)
- Adobe Pro
- Email systems such as Outlook
Ability to quickly learn and utilize the Justice Center's internal database program.
Strong written communication skills, including proper grammar, punctuation, and spelling.
Ability to take clear and accurate notes.
Demonstrated ability to maintain strict confidentiality of documents, communications, and processes.

Additional Information

These positions are expected to be performed in person at the Justice Center's Schenectady office.
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