Office Assistant

Schedule

Monday–Friday, 7:30 am–4:00 pm. Flexible to the needs of the agency.

Qualifications

• Associate’s degree in Business or related field with 1–3 years office management experience preferred, or high school diploma with 5 years’ experience in customer service and clerical responsibilities.
• Highly proficient computer and organizational skills.
• Positive communication skills; ability to interact effectively and confidently with executive management, the public, and business partners.
• Competent with Microsoft Office 365, Zoom/Teams or other meeting platforms.
• Ability to take relevant notes at meetings and produce accurate meeting minutes in a timely manner.
• General understanding of the agency’s varied supports and services.
• Competent in typing reports and documents.
• Authorized to work in the United States.
• A reasonable combination of education and practical work experience demonstrating the ability to perform essential functions will be considered.

About the role

Responsible for providing administrative and clerical support to ensure the efficient daily operation of the main office. Duties include assisting with correspondence, answering telephone calls, greeting visitors, and supporting employees with routine administrative tasks.

Responsibilities

• Oversee and support all administrative duties in the office and ensure smooth operations.
• Serve as primary monitor for phone calls and admittance to the administration building (6 Commerce Lane).
• Manage office supplies inventory and place orders as necessary.
• Perform receptionist duties: greet visitors, answer and direct phone calls.
• Receive and sort incoming mail and deliveries; manage outgoing mail.
• Provide administrative support including scheduling group meetings, maintaining calendars, conducting research, and creating reports.
• Schedule use of meeting space in the administration building.
• Make travel arrangements for employees in St. Lawrence County for trainings, conferences, or other business-related travel.
• Ensure documents are filed accurately and in a timely manner.
• Maintain confidentiality and security of sensitive documents and records.
• Perform daily fingerprinting for Idemia/Identigo.
• Assist the Human Resources Department as directed by the Chief Human Resources Officer or designee.
• Assist the Transportation Department with transportation/transit monies, including daily bank runs and deposits.
• Assist the Finance Department as directed by the Chief Fiscal Officer or designee.

Skills

• Organizational skills
• Communication skills
• Time management skills
• Familiarity with Microsoft Office
• Dictation skills

Travel

Occasional local travel.

Work environment

Professional office environment. Routine use of standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

Physical demands

Regularly required to talk or hear. Frequently required to stand, walk, lift, use hands to finger, handle, or feel, and reach with hands and arms. Work may require lifting, pushing, or pulling in excess of 30 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.