Administrative Assistant

Mohawk Valley EDGE • Rome, NY • 1d ago

NY1539224 Administrative Assistant Mohawk Valley EDGE Pay: $47,000.00 - $55,000.00 per year

Position Summary: The Administrative Assistant will provide comprehensive administrative and operational support to the executive and finance teams. This role is essential in ensuring smooth day-to-day operations, supporting audits, managing documentation, and assisting with financial and HR-related tasks across multiple affiliated organizations.

Key Responsibilities

Office Administration Answer and direct incoming calls Open, log, and distribute mail Maintain and manage copiers (paper, toner, maintenance) Schedule meetings and manage calendars for the President, CFO, and Chief of Staff Prepare conference rooms and refreshments for meetings

Financial & Billing Support Post invoices and process payments (checks, ACH, auto-pay, online) Assist with monthly recurring billing and client invoices Support bank reconciliation processes Track amortization schedules for loan payments Prepare and process annual 1099s File and maintain Fund EZ and audit documentation

Document & Records Management Maintain Certificates of Insurance File and manage OCIDA paperwork and other organizational records Assist with audits by pulling and re-filing documents Log fundraising receipts

HR & Onboarding Support Assist with onboarding new employees Manage employee benefits setup (Health, Dental, Vision, HSA, Time Off) Coordinate with HR on payroll and employee documentation

Support for Financial Reporting Assist with monthly financial and journal entries Help prepare for audits and grant tracking Support intercompany billing and occupancy/insurance allocations

Preferred Qualifications Experience in administrative or financial support roles Familiarity with Fund EZ or similar accounting software Strong organizational and multitasking skills Proficiency in Microsoft Excel and document management Ability to handle confidential information with discretion

Compensation

The salary range for this position is $47,000 to $55,000 annually, depending on experience and qualifications. This range is based on the complexity of the role and regional benchmarks for similar positions.

Interested candidates should forward their resume to the attention of: Shawna Papale, President Mohawk Valley EDGE 584 Phoenix Drive Rome, NY 13441-4105 hr@mvedge.org

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