HUDSON RIVER VALLEY GREENWAY
Title: Administrative Assistant
Location: Albany, New York
Work Hours: 9:00 a.m. to 5:00 p.m., Monday through Friday
Employees of the Greenway Conservancy enjoy many benefits similar to those offered to New York State employees. Our total compensation package includes generous leave benefits (12 holidays and paid vacation, sick and personal leave); a comprehensive health insurance program including health, prescription drug, dental and vision plans; membership in the NYS and Local Retirement System--a defined retirement plan; and much more!
The Greenway Conservancy for the Hudson River Valley, Inc. is a public benefit corporation established by the state of New York in 1991. The Conservancy’s mission is to enhance and develop the world-renowned scenic, natural, historic, cultural, and recreational resources of the Hudson River Valley. We emphasize appropriate economic development activities and support New York’s tradition of municipal home rule.
The Administrative Assistant is employed by the Greenway Conservancy for the Hudson River Valley, Inc. and reports to the Executive Director. The Greenway Conservancy is a small and dynamic organization with a big mission. Applicants should be able to work in a team environment, have strong writing and editing skills, and be detail-oriented. General computer experience/skills should be strong. Familiarity with Microsoft Office Suite is required. A valid New York State Driver’s License is required.
Primary Roles and Duties
- Reception and Customer relations: Ensure that people’s first encounter with the Greenway is positive, answer people’s questions or route them to the correct staff member.
- Compiles and organizes a variety of complex data and information, maintains contact lists, and prepares reports. Tracks and routes the flow of documents and information.
- Drafts, finalizes and distributes various correspondence on behalf of the Conservancy and Executive Director
- Performs various clerical duties, utilizing standard office equipment, including: screening incoming calls; taking and transmitting messages; distributing mail/email; making copies; faxing; scanning; and word processing.
- Assists Executive Director with scheduling and coordinating meetings, conferences, conference calls, and travel arrangements; processes related expense reimbursement requests.
- Coordinates Board/Committee Meetings: secures venue, coordinates meeting logistics, works with staff to prepare meeting agenda; attends meetings and manages check in.
- Organizes, copies and distributes meeting materials and incoming grant applications.
- Establishes and maintains hard copy and electronic files and databases.
- Makes routine website content updates including upcoming meeting dates, grant deadlines, and press releases.
- Financial Administration, Personnel Administration, and Office Management including tracking inventory, ordering supplies scheduling equipment and vehicle maintenance, documenting and reconciling financial transactions, managing and tracking employee and board member training, maintaining Employee and Board member orientation materials.
- Act as agency liaison between multiple departments to facilitate communication (Fleet Car Manager, Records Management, FOIL Officer, Building Tenant Contact)
- Process weekly brochure mailings to partners and tourists
- Manage and monitor a general, all-access mailbox
- Other duties will include assisting the Executive Director with special projects
- Proficient with word processing, spreadsheet, and email/e-fax software applications, preferably Microsoft Word, Excel and Outlook; knowledge of database software like MS Access is desirable, as well as internet research abilities.
- Familiarity with website content management programs, social media, and email marketing programs like Constant Contact is desirable.
- Familiarity with Web Ex is desirable.
- Able to interact with people in a professional and courteous manner.
- Proficient with office equipment including copier, computer, calculator and multi-function printer/scanner.
- Knowledgeable of basic arithmetic functions and capable of working with numerical data requiring 100% accuracy with reasonable speed.
- Detail-oriented, possess strong organizational skills, have initiative and self-motivation, willing to learn new things, and be capable of performing tasks with a high degree of accuracy within prescribed deadlines.
- Able to maintain confidentiality and discretion as a rule. Candidate must possess good judgment, an ability to understand and carry out oral and written instructions.
- Able to understand and use common office filing systems and processes and adhere to prescribed office routines.
- Able to work effectively in high pressure and strict deadline situations.
High School Diploma, or General Equivalency Degree (G.E.D.), and four years of specialized administrative support experience; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above, as determined by the Conservancy.
Working Conditions and Physical Abilities
Work is of an administrative nature and is performed in an office setting, with prolonged periods of sitting and fine manipulation skills required for computer use. Must possess a clear speaking voice and the ability to communicate fluently in the English language. Must be able to occasionally lift up to 20 pounds. This position may be stressful due to the high volume of calls and public contact. This position requires a professional demeanor and an orientation towards customer service.
Application Requirements and Related Information
Please submit resume, including cover letter, to:
Hudson River Valley Greenway
625 Broadway – 4th Floor
Albany, New York 12207-2995
Or by email to: firstname.lastname@example.org.
For questions either use the foregoing email or call (518) 473-3835.
In compliance with Public Law 99-603, candidates selected for appointment must provide an original copy of documentation proving citizenship and/or legal right to work within three (3) days of effective date of appointment.
It is the policy of New York State and the Hudson River Valley Greenway to provide for and promote equal opportunity employment, compensation, and other terms and conditions of employment free of discrimination and harassment against any person on the basis of race; color; national origin; age; disability; sex; gender identity; sexual orientation; religion; genetic characteristics or information; political beliefs; status as a victim of domestic violence; arrest or conviction record, unless based upon a bona fide occupational qualification or other exception; and veteran, military, marital or family status, or any other discrimination prohibited by law.
Reasonable accommodations will be provided, upon request, consistent with the Americans with Disabilities Act and the New York State Human Rights Law, to ensure that every individual is afforded equal employment opportunities.