Administrative Assistant for Parks and River Cities

SCENIC HUDSON INC•City of Poughkeepsie, NY

2d•$23 - $27

About The Position

The Administrative Assistant supports both the Parks and Community Engagement team and the River Cities team by providing comprehensive administrative, logistical, and project coordination support. This role ensures smooth day-to-day operations for both teams, supporting team directors and staff in advancing their strategic goals. The Parks Team focuses on creating, enhancing, and maintaining equitable and welcoming access to nature and the Hudson River through a network of parks and preserves throughout the region while protecting the land’s natural and historic resources and building community through inclusive activities. The River Cities Program focuses on improving equitable access to nature and green infrastructure in the Mid-Hudson cities of Kingston, Newburgh, and Poughkeepsie through community-based planning. Our practice is rooted in environmental justice and the co-creation of vibrant urban spaces that support social and ecological wellbeing.

Requirements

2–3 years of relevant administrative, program, or operations experience
Strong proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Workspace
Excellent written and verbal communication skills
Demonstrated ability to prioritize tasks, problem-solve, and manage deadlines
Experience working with diverse communities and a commitment to social and environmental justice
Ability to navigate multiple internal and external relationships with professionalism and discretion
Ability to lift and move up to 30 pounds

Nice To Haves

3+ years of experience and/or a relevant college degree
Experience working in environmental, conservation, community development, or nonprofit organizations
Familiarity with collaboration tools such as Slack and Asana
Fluency in Spanish (written and spoken)

Responsibilities

Maintain efficient clerical workflows and organizational systems.
Organize and maintain paper and electronic files in compliance with retention standards; improve filing systems to enhance efficiency.
Process team expenditures in a timely manner and track project-related costs and invoices.
Administer approximately 130 annual real property tax exemption applications (renewals and new submissions).
Oversee annual public lotteries and permit administration for hunting and kayak storage.
Assist staff with preparation of agreements, project documentation, deadline tracking, and vendor payment monitoring.
Maintain contractor and approved vendor lists; assist with contractor bid processes.
Serve as an administrator for the LOCATE database, including user profile management and data imports/exports.
Schedule and coordinate off-site, in-person, and virtual team meetings.
Coordinate Parks and River Cities committee meetings, including scheduling, communication with committee members, and preparation of meeting materials and draft minutes.
Support directors and senior staff in scheduling and coordinating community coalition meetings with internal and external stakeholders.
Assist with project coordination tasks, including preparation and distribution of agendas, minutes, and action items.
Draft quarterly team updates for Scenic Hudson Land Trust board meetings.
Develop familiarity with Scenic Hudson parks and respond to or direct public inquiries received via social media, email, and phone.
Assist with scheduling fieldwork and related activities.
Manage, track, and order donor dedication tributes and plaques for Scenic Hudson parks.
Provide support for funding proposals, grant applications, and grant administration, including preparing draft requisitions.
Process incoming and outgoing mail on a rotating schedule with other administrative assistants.
Respond promptly to emergency calls and redirect as appropriate.
Support organizational and occasional programmatic events as needed
Flexibility to work occasional evenings and weekends based on program needs.