Administrative Specialist

Naturally Lewis • Lowville, NY • 4d ago

ESSENTIAL POSITION DUTIES
All duties support the organizational success of Naturally Lewis Inc., the Lewis County Industrial
Development Agency, the Lewis County Development Corporation and the Lewis County Chamber of
Commerce. Additional duties may be assigned & existing responsibilities may change as deemed
appropriate.
Communication and Board Organization:
o Coordinate with staff in preparing board meeting agendas, gathering documents and
presentation slides ensuring all materials are accurate and distributed in advance.
o Maintain a well-organized system for agendas, meeting minutes, resolutions and other board
documents, physical and digital forms, ensuring accessibility and proper archiving.
o Send board packets to boards and committees one week prior to meeting dates.
o Take meeting minutes at board meetings, capturing key discussions, motions, votes and action
items, ensuring that minutes are formatted professionally, reviewed for accuracy and distributed
in a timely manner.
o Collect and manage required documentation and signatures needed from board members,
including contracts, checks and other board approved items.
Administrative, Data and Financial Support:
o Maintain accurate data entry in systems, including the Project Management System
(PMS) ensuring consistency, completeness and accessibility of all organizational records.
o Generate reports, manage contracts, and track organizational activities relating to grant,
loan, incentive and membership programs as tracked in the PMS, ensuring data is
correctly categorized, deadlines are met and necessary documentation is up to date for
compliance.
Naturally Lewis is an Equal Opportunity/Affirmative Action Employer.
All job applicants will receive consideration for employment without regard to race, color, religion,
gender, national origin, age, marital status, disability, veteran status or any other protected class as
required by law.
o Organize policy and compliance documents for each organization annually, ensuring all
policies, procedures and required regulatory documents are easily accessible and
compliant with NYS.
o Manage correspondence, mailings, and file systems to ensure efficient document
retrieval.
o Ensure compliance with internal procedures by assisting with annual audits and project
reporting status updates.
o Perform bank deposits and assist with invoicing and billing, as needed.
EDUCATION, EXPERIENCE & SKILLS
To perform this job, an individual must be able to ensure agency performance of all duties outlined, as
well as any other activities required to ensure Naturally Lewis is sustainable. The requirements below
represent the minimum knowledge, skill, and/or ability required.
High School Diploma or GED, with preference given to candidates who have:
o Additional Qualifications: Coursework or certifications in business administration,
accounting, or office management.
o Preferred Education: An Associates degree in Business Administration, Accounting, or a
related field could strengthen a candidates application but may not be required if they have
sufficient experience.
o Experience: Proven administrative experience preferably in nonprofit settings
Experience in Microsoft Office/Teams and Computer Systems
Excellent writing skills
Experience with Canva or willingness to learn
Strong organizational, multi-tasking and communication skills
Attention to detail
Ability to maintain confidentiality

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