ADMINISTRATIVE ASSOCIATE - ADMIN

Job Summary: The Administrative Associate - ADMIN provides administrative and clerical support to the Executive Assistant and the Administration Division to ensure the efficient operation of the Authority. This position performs a variety of routine and confidential administrative functions, including data entry, records management, document preparation, procurement support, customer service, and other administrative assistance.

Duties/Responsibilities:

Provide administrative and clerical support to the Executive Assistant and Administration Division. Enter, update, verify, and maintain data in Authority's databases with a high degree of accuracy. Assist in preparing and processing purchase requisitions, purchase orders, invoices, and other procurement documentation. Support accounts payable and accounts receivable processes by preparing documentation, tracking transactions, and maintaining financial records. Assist with billing activities and routine monthly reconciliations. Prepare correspondence, reports, meeting agendas, spreadsheets, presentations, and other administrative documents. Maintain organized electronic and hard-copy filing systems in accordance with records retention policies. Schedule meetings, coordinate calendars, prepare meeting materials, and arrange meeting logistics. Answer telephone calls, greet visitors, respond to routine inquiries, and direct requests to the appropriate staff. Receive, sort, distribute, and process incoming and outgoing mail and correspondence. Monitor office supply inventory and coordinate purchasing and replenishment as needed. Coordinate routine maintenance requests for office equipment and administrative workspaces. Assist with document retention, records management, and archival activities. Maintain confidentiality of sensitive personnel, financial, and organizational information. Assist with special projects, administrative assignments, and Authority events as directed by the Executive Assistant. Perform related duties to support the overall operations and objective of the Authority.

Qualifications (Knowledge, Skills and Abilities):

Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint. Strong data entry skills with exceptional attention to detail and accuracy. Knowledge of general office procedures, administrative practices, and records management principles. Basic understanding of purchasing, accounts payable, accounts receivable, and office accounting functions. Ability to organize and prioritize multiple assignments while meeting deadlines. Ability to follow established procedures and work independently with limited supervision. Excellent verbal and written communication skills. Strong customer service and interpersonal skills when interacting with employees, vendors, tenants, public officials, and the general public. Demonstrated discretion and ability to maintain confidentiality. Ability to exercise sound judgment, professionalism, and tact in a public service environment. Ability to adapt to changing priorities and support multiple administrative functions.

Education:

Associate degree in Business Administration, Office Administration, Public Administration, Accounting, or a related field is preferred.

Professional Certification/Licenses:

Notary Public License preferred or the ability to obtain license within one (1) year of employment.

Experience:

Minimum of three (3) years of progressively responsible administrative support experience in a professional office setting. Experience performing data entry, records management, procurement support, or financial administrative functions is preferred. Experience working in a municipal government, nonprofit, or other public sector organization is desirable. An equivalent combination of education, training and experience may be

Pre-employment Physical Exam and Drug Test Required: Yes

Annual Physical Exam Required: No

Minimum Driver's License: Class D NYS regular operator.

Travel Requirements: