Administrative Assistant, WNY

*Applicants MUST submit a cover letter with resume to be considered.

*This position will require in-office presence. Hybrid work schedules may be possible based on specific job duties and consistent with ESD policy.

*Minorities, women, and individuals with disabilities are encouraged to apply. Please contact Human Resources if you require an accommodation.

BASIC FUNCTION:

Basic Function: The Administrative Assistant will provide support for the WNY Project Management staff; assist the regional office and subsidiary staff with daily administrative tasks as necessary; and perform back – up receptionist role, as needed.

WORK PERFORMED:

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• Maintaining filing system; set up meetings and make appointments; answer telephone; copying/scanning/printing; open mail and respond to general needs of the Corporation as requested.
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• Arrange/Schedule meetings and travel as necessary; organize and submit expense reports.
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• Answer telephones in a professional and courteous manner, taking accurate phone messages, responds to general inquiries, and where necessary, direct caller to the appropriate department or individual for further assistance.
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• Conduct the saving of electronic files and email in appropriate project folders to assist with maintaining organized electronic files.
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• Draft basic documentation from Corporation templates, use mail merge system for disbursement of information.
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• Create and maintain multiple project tracking Excel spreadsheets.
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• Conduct scanning including disassembling documentation, copying/scanning all materials, and resemble back to original format for filing of original materials.
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• Check invoices for accuracy and valid signatures prior to department head’s approvals, as assigned.
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• Process incoming fee checks.
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• Assist other support staff in the department or elsewhere in the Corporation, as required.
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MINIMUM REQUIREMENTS:

Education Level Required: High School diploma or equivalent. Associated degree preferred.

Relevant Experience required: 1 to 3 years of office experience.

Knowledge Required: Basic knowledge of MS Office, Excel plus Power Point preferred but will train the right candidate. Excellent communication skills – both written and verbal; Excellent follow up skills; Excellent organizational skills, ability to multi-task. Able to handle correspondence when directed.