Administrative Specialist

OCO•Fulton, NY

10h

About The Position

OCO is looking for someone who thrives in a meaningful, mission-driven environment where every day brings variety and purpose. As an Administrative Specialist, you’ll play a key role in supporting Corporate Services operations, helping ensure smooth processes and positive outcomes across the organization. You’ll work in a collaborative, supportive culture with opportunities for continuous training, professional development, and hands-on experience in executive support, project coordination, compliance tasks, and event assistance. This role offers stability, growth, and the chance to build valuable skills while contributing to work that truly impacts and strengthens the community. If you’re organized, detail-oriented, and looking for a position where your contributions matter, this is an excellent opportunity to grow and make a difference.

Requirements

Must have thorough knowledge of administrative operations, practices, office management.
Must be proficient in the Microsoft Office suite and have experience in word processing, spread sheets and databases; must have knowledge/experience working with databases.
Must have excellent organizational skills.
Must demonstrate professionalism, be an excellent role model to consumers and staff and collaborate with a variety of leaders and employees in performing work.
Demonstrates sound judgment and strict confidentiality when handling sensitive information, following all OCO policies, procedures, and employee handbook requirements.
Must remain calm and professional even when priorities change and several people need help at the same time.
Must be reliable and flexible, including hours to meet needs.
Must be able to exercise independent judgment and solve problems.
Must be able to handle multiple priorities with accuracy and detail and follow oral and written directions.
Must have a valid NYS Driver's License with record within policy and have access to a reliable, insured vehicle for on-the-job travel.
Associate degree in related field or equivalent; and 1 year’s administrative experience; or Any acceptable combination of education, training, and experience.

Responsibilities

Provides administrative and clerical support across Corporate Services, including preparing correspondence, reports, agendas, minutes, spreadsheets, and other documents.
Provides support to the Board of Directors and assists with other governance tasks, as needed.
Communicates professionally with internal staff, external partners, and regulatory bodies
Helps maintain and organize confidential corporate records (electronic and paper) following retention policies and regulations.
Schedules meetings and appointments, prepares meeting materials, and attends assigned meetings to take minutes and track action items.
Coordinates travel arrangements, reservations, and other special arrangements as needed.
Routes documents and approvals, gathers information for reports, and assists with routine project tasks and deadlines.
Assists with ordering office supplies and equipment by preparing requests, obtaining approvals, and coordinating receipt and distribution of items.
Supports special events, fundraising activities, donor database updates, grant development, and related correspondence.
Participates in required training, meetings, and conferences for continued skill development.
Assists with special project assignments as needed.
Responsible for tracking and reporting on progress of assigned projects.
Provides reception desk coverage in Fulton or Oswego on occasion.
Assists with preparing, scheduling, and supporting complianceârelated meetings, including sending notifications, organizing agendas, taking minutes, and maintaining required documentation.
Provides administrative support to financial leadership by screening calls, organizing communications, assisting with scheduling, and preparing routine responses or followâup.
Assists in tracking and following up on information or documents needed from departments to meet financial or administrative deadlines.
Provides administrative support for Board governance activities under the direction of the Executive Administrative Manager, including maintaining rosters and terms of service, preparing meeting materials, tracking attendance, supporting elections, and assisting with annual meeting logistics.
Helps maintain accurate Board records in both electronic and manual formats and supports ongoing communication with Board members as assigned.