Administrative Assistant

LaBella Associates; City of Glens Falls (NY); On-site; USD 26,000 - 30,000; Full time

Job summary

LaBella Associates seeks an Administrative Assistant to perform a wide range of clerical tasks and work with managers, staff, and clients. The candidate should be self-motivated, detail-oriented, trustworthy and punctual, with the ability to learn quickly.

Responsibilities include coordinating municipal reviews, construction bid administration, grant support, drafting letters of support, and maintaining office operations. The role is 20 hours per week in-office with potential to increase hours.

Qualifications

• Associate degree in secretarial science or business management preferred but not mandatory.
• 1 to 3 years' experience in professional office with above-average MS Word/Excel/PowerPoint/Outlook skills.
• Ability to work independently; be a self-starter with prioritization and follow-up skills.
• Strong interpersonal, organization, and communication skills, including digital file management.
• Attention to detail, proofreading, and accuracy is essential.
• Position is fully in the office 20 hours / week with potential to increase hours.
• Public notary a plus, but not required.
• Experience in the architectural/engineering industry is preferred.

Responsibilities

• Administering municipal review assignments, track and assign components, and ensure on-time delivery.
• Administering construction projects through the bidding process and coordinate with bidders.
• Support grant administration, including payments tracking and MWBE filtering.
• Draft and circulate letters of support and enter grant applications into portals.
• Order office supplies and maintain inventories.
• Provide broad administrative support including data entry, scanning, archiving, and filing.
• Maintain conference rooms and printers/plotters; monitor visitor sign-in.
• Coordinate with building management for new hire setups and maintenance.
• Prepare and reconcile monthly credit card reports.
• Perform other general office duties as required.

Skills

Microsoft Word

Excel

PowerPoint

Outlook

Interpersonal skills

Organization

Communication skills

Attention to detail

Education

Associate degree in secretarial science or business management

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Job description

The Administrative Assistant is responsible for performing a wide range of clerical/administrative assignments and work independently without close supervision. The ideal candidate must be able to interact with people on all levels including managers, staff, and clients.

A successful candidate will be self-motivated with the willingness to learn and innately possess an attention to detail. The candidate will be trustworthy and punctual and have a positive attitude.

Duties

• Administering municipal review assignments, including keeping track of assignments as they are received, assigning review components to appropriate internal staff, compiling review snippets into a coherent letter, and making sure final review letter is returned to client on time.


• Administering construction projects through the bidding process. This includes coordinating advertisements in the local paper, acting as point person for prospective bidder questions, and completing contract documentation requirements.


• Supporting grant administration for engineering, planning, and construction projects, including reviewing and tracking payments, maintaining invoice and pay app databases, coordinating with LaBella's accounting team, and MWBE database filtering, outreach, and tracking.


• Supporting grant applications, including drafting and circulating letters of support and entering applications into the online grant portals.


• Order office supplies as inventoried.


• Provide broad administrative support to staff including data entry, scanning, archiving, printing, and delivering files.


• Maintain conference rooms, copy machines and printers/plotters.


• Monitor visitor sign-in sheets.


• Coordinate with the building management for new hire setups and maintenance needs.


• Prepare and reconcile monthly credit card reports.


• Other general office duties as required.

Salary Range: $19.00 - $22.00 per hour

The specific salary offered may be influenced by a variety of factors including but not limited to the candidate's relevant experience, education, and work location.

• Associate degree in secretarial science of business management or equivalent experience preferred but not mandatory.


• 1 to 3 years' experience in professional office with above average skills in Microsoft Word, Excel, PowerPoint, and Outlook (including mail merging, labels, tables, charting, and calendar management).


• The ability to work independently; be a self-starter with excellent anticipation, prioritization and follow up skills.


• Strong interpersonal, organization, and communication skills, including writing and digital file management skills.


• Attention to detail, proof reading, and accuracy is essential.


• Position is fully in the office 20 hours / week with the opportunity to increase hours in the future.


• Must be responsible and dependable.


• Experience in the architectural/ engineering industry is preferred.


• Public notary a plus, but not required.