Administrative Assistant

LaBella Associates•Glens Falls, NY

13d•Onsite

About The Position

The Administrative Assistant performs a wide range of clerical and administrative assignments independently and without close supervision. The role interacts with managers, staff, and clients and calls for a self-motivated, detail-oriented, trustworthy, punctual, and positive candidate who is willing to learn. The position is fully in the office and is 20 hours per week, with the opportunity to increase hours in the future. Compensation is $19.00–$22.00 per hour; the specific salary may depend on factors including relevant experience, education, and work location.

Requirements

Associate degree in secretarial science or business management, or equivalent experience; preferred but not mandatory.
One to three years of experience in a professional office.
Above-average skills in Microsoft Word, Excel, PowerPoint, and Outlook, including mail merging, labels, tables, charting, and calendar management.
Ability to work independently and be a self-starter, with excellent anticipation, prioritization, and follow-up skills.
Strong interpersonal, organizational, and communication skills, including writing and digital file management skills.
Attention to detail, proofreading, and accuracy.
Responsible and dependable.

Nice To Haves

Experience in the architectural or engineering industry is preferred.
Public notary experience or status is a plus, but not required.

Responsibilities

Administer municipal review assignments by tracking incoming assignments, assigning review components to internal staff, compiling review snippets into a coherent letter, and ensuring the final review letter is returned to the client on time.
Administer construction projects through the bidding process, including coordinating local newspaper advertisements, responding to prospective bidder questions, and completing contract documentation requirements.
Support grant administration for engineering, planning, and construction projects by reviewing and tracking payments, maintaining invoice and pay application databases, coordinating with the accounting team, and filtering, conducting outreach for, and tracking the MWBE database.
Support grant applications by drafting and circulating letters of support and entering applications into online grant portals.
Order office supplies based on inventory.
Provide administrative support to staff, including data entry, scanning, archiving, printing, and delivering files.
Maintain conference rooms, copy machines, printers, and plotters.
Monitor visitor sign-in sheets.
Coordinate new-hire setups and maintenance needs with building management.
Prepare and reconcile monthly credit card reports.
Perform other general office duties as required.