Administrative Assistant, ECHDC

Job Description

Job Description

• Applicants MUST submit a cover letter with resume to be considered.
• Position expected to work onsite and hybrid consistent with New York State.

BASIC FUNCTION :

The Administrative Assistant will perform administrative and office support activities for the Erie Canal Harbor Development Corporation, the subsidiary of New York State’s Empire State Development (ESD) focusing on revitalization of areas along the City of Buffalo waterfront.

The Admin will assist the President in the daily operation of the duties and of the office including but not limited to the structural component of the organization.

Duties will include clerical tasks, scheduling and organizing the department’s processes. Provide confidential administrative and clerical support to ECHDC President, Professional Staff and Board of Directors, as required .

In addition, the Admin may be asked to provide support for its parent organization, Empire State Development.

WORK PERFORMED :

• Administrative / management duties for relative office operations, i.e., office equipment (maintenance and replacement of same as required), scheduling, purchase of supplies, incoming and outgoing mail, etc.
• Answer telephones in a professional and courteous manner, taking accurate and detailed phone messages, respond to general inquiries and refers caller to appropriate person.

Screen office visitors for staff.

• Administrative assistance to President in all phases of ECHDC operation, acting without direction where necessary and appropriate, including but are not limited to typing documents, creating and maintaining file system, scheduling meetings, keeping appointments and calendars, making travel arrangements for staff, preparing / processing travel authorization requests and expense reports, making copies, faxing, etc.
• Prepare and Review for President’s signature : Payment Authorizations, Personnel documents, Agreements / Contracts.
• As directed by the President, serves as liaison and provides support to the ECHDC Board of Directors, & ESD.
• Assists professional staff in packaging RFPs and Bid documents and bid openings and official notices and with various other clerical functions.
• Coordinates on matters relative to maintenance and general operations of ECHDC office space, e.g., interaction with with landlord reps, office equipment leases / operations, etc..
• Reviews computer budget reports and monthly budget variance reports and reports to President.
• Receive all invoices and process to New York office for payment, maintaining appropriate records for same, including computer records and preparation of monthly variance reports.
• Act as custodian of petty cash fund, including maintaining checking account, making disbursements, keeping records and submitting periodic reports to New York office.
• Maintain personnel records in administrative files, serve as a liaison with Human Resources Department in New York for ECHDC staff, process timesheets bi-weekly and maintain files.
• Maintain administrative files, personnel files, and other general files.

MINIMUM REQUIREMENTS :

Education level required : High School Graduate with some college preferred.

Equivalent Experience required : 2-3 years general office and 3-4 general administrative experience, with emphasis on administrative duties.

Knowledge Required : General administrative with secretarial skills, computer skills (MS Word, Excel, Access), bookkeeping, with comprehensive knowledge of business procedures and ethics, and with adaptability and skill in working with and relating to people.