Administrative Assistant

Health Advocates Network is currently seeking a Administrative Assistant to work at a facility in New York, NY. These are _registry_ positions with our company. Pay Rate: $20 / hour W2 Shift details: + 37.5 hours per week Duties: -Provide a valuable source of new perspectives and potential optimization suggestions for improving the recruitment process. -Focus on implementing suggestions that are both practical and likely to deliver significant improvements. -Create a clear plan for implementing the chosen suggestion, including timelines and responsibilities. -Conduct interviews for temporary employees. -Coordinate interviews for potential hires. -Assist with the recruitment and onboarding of new employees by submitting all technical requests to IT and ordering necessary equipment such as desk phones, laptops, and nameplates for new hires. -Complete all administrative tasks required for year-round intern hiring process. The process includes scheduling interviews, sending correspondence, uploading documents to RMS, completing appointment forms, and other tasks. -Supervise clerical staff. Assign work; identify and address performance issues; communicate performance issues to supervisees with reports that provide feedback; develop performance improvement plans as needed. -Supervise mail review, sorting, and distribution to the assigned Assistant Attorney General (AAG). -Supervise clerical staff assisting with mailings. Assist with mail merges as needed. -Serve as Bureau's point of contact for the agency for major projects or other agency-wide communications. -Request court reporter/videographer using Veritext. -Coordinate translation and interpretation services. -Report all service issues for six (6) office printers. Receive ordered parts and replace them. -Serve as the point person for the receipt and distribution of Class Action Fairness Act (CAFA) notices, Labor Law Section 215 notices, and other notices sent by the public to the Labor Bureau. -Coordinate room reservations for meetings and subpoena hearings. -Ensure that all visitors are added to the security list for office clearance. -Communicate with the public and other parts of OAG to resolve issues with mail or court documents. -Maintain and update Bureau SharePoint which includes: posting calendars, AODs, organization charts, directory, and Labor Bureau Press releases. -Create and modify documents using Microsoft Office, Adobe Pro, and other programs. -Post Labor Bureau AODs to office's public website and shared folder. -Manage non-compete intakes and enter the information into NYMatters. -Handle phone intakes and input the details into NYMatters. Assign intakes as needed. -Provide administrative support to Bureau Chief and Deputy Bureau Chief such as scheduling meetings (examples include but are not limited to) i.e. new employee interviews, & subpoena hearings. -Prepare agendas for meetings. -Ensure that supervisors are reminded of the deadlines for performance evaluations for competitive employees. -Schedule all travel arrangements for Bureau Chief, Deputy Bureau Chief, Section Chiefs, AAGs, and administrative staff. -Utilize SFS website to submit travel receipts and other documents for approval and reimbursement of travel cards. -Coordinate office equipment and administrative needs with IT and Administration. -Communicate administrative/building issues with NYCAdminOp. -Utilize the PAM database to archive documents. Search Archives in PAM and reach out to Records to confirm receipt of FOIL r -Archiving and filing closed case files and WC cases. -Attend meetings with the Admin Bureau contacts. -Coordinate with the Office Assistant to order supplies from the warehouse to maintain an adequate inventory. -Deliver and collect time-sensitive items from the print shop while managing the attorney's office, mailroom, and other departments within the Office of the Attorney General (OAG). -Prepare cover letters, fax cover sheets, and envelopes for mailing attorney correspondence. -Draft office policies and procedures for the handling and distribution of mail and faxes. Preferred Education: Technical Degree/Certificate Program Benefits: -Medical -Dental -Vision -Term Life -Short-Term Disability Coverage -401K If interested, please apply through this job post. You may fax a copy of your most recent resume to 877-858-623. If you have any questions, please feel free to call at (800) 928-5561 and ask to speak with Jonathan (Monday-Friday 8:30 AM-5:00 PM PST).Health Advocates Network, Inc. is an equal opportunity employer. All qualified applicants shall receive consideration for employment without regard to any legally protected basis under applicable federal, state or local law, except where a bona fide occupational qualification applies. EOE including Veterans/Disability

Created: 2025-11-20