LaBella Associates, D.P.C.

Administrative Assistant

Posted 7 Days Ago

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Glens Falls, NY, USA

In-Office

19-22 Hourly

Junior

Professional Services • Consulting

The Role

Provides clerical and administrative support, including municipal review tracking, construction bidding coordination, grant administration, document preparation, data entry, office supply ordering, facility coordination, visitor monitoring, and credit card reconciliation. The role requires strong organization, communication, proofreading, prioritization, attention to detail, and proficiency with Microsoft Office. It is fully in-office for 20 hours per week, with potential for increased hours.

Summary Generated by Built In

The Administrative Assistant is responsible for performing a wide range of clerical/administrative assignments and work independently without close supervision. The ideal candidate must be able to interact with people on all levels including managers, staff, and clients.

A successful candidate will be self-motivated with the willingness to learn and innately possess an attention to detail. The candidate will be trustworthy and punctual and have a positive attitude.

Duties

Administering municipal review assignments, including keeping track of assignments as they are received, assigning review components to appropriate internal staff, compiling review snippets into a coherent letter, and making sure final review letter is returned to client on time.
Administering construction projects through the bidding process. This includes coordinating advertisements in the local paper, acting as point person for prospective bidder questions, and completing contract documentation requirements.
Supporting grant administration for engineering, planning, and construction projects, including reviewing and tracking payments, maintaining invoice and pay app databases, coordinating with LaBella’s accounting team, and MWBE database filtering, outreach, and tracking.
Supporting grant applications, including drafting and circulating letters of support and entering applications into the online grant portals.
Order office supplies as inventoried.
Provide broad administrative support to staff including data entry, scanning, archiving, printing, and delivering files.
Maintain conference rooms, copy machines and printers/plotters.
Monitor visitor sign-in sheets.
Coordinate with the building management for new hire setups and maintenance needs.
Prepare and reconcile monthly credit card reports.
Other general office duties as required.

Salary Range: $19.00 - $22.00 per hour

The specific salary offered may be influenced by a variety of factors including but not limited to the candidate's relevant experience, education, and work location.

Requirements

Associate degree in secretarial science of business management or equivalent experience preferred but not mandatory.
1 to 3 years' experience in professional office with above average skills in Microsoft Word, Excel, PowerPoint, and Outlook (including mail merging, labels, tables, charting, and calendar management).
The ability to work independently; be a self-starter with excellent anticipation, prioritization and follow up skills.
Strong interpersonal, organization, and communication skills, including writing and digital file management skills.
Attention to detail, proof reading, and accuracy is essential.
Position is fully in the office 20 hours / week with the opportunity to increase hours in the future.
Must be responsible and dependable.
Experience in the architectural/ engineering industry is preferred.
Public notary a plus, but not required.

Skills Required

Associate degree in secretarial science, business management, or equivalent experience
1 to 3 years of experience in a professional office
Above-average skills in Microsoft Word, Excel, PowerPoint, and Outlook, including mail merging, labels, tables, charting, and calendar management
Ability to work independently and demonstrate self-motivation, anticipation, prioritization, and follow-up skills
Strong interpersonal, organizational, and communication skills
Strong writing and digital file management skills
Attention to detail, proofreading ability, and accuracy
Availability to work fully in the office 20 hours per week
Responsible and dependable work habits
Experience in the architectural or engineering industry
Public notary certification

LaBella Associates, D.P.C. Compensation & Benefits Highlights

The following summarizes recurring compensation and benefits themes identified from responses generated by popular LLMs to common candidate questions about LaBella Associates, D.P.C. and has not been reviewed or approved by LaBella Associates, D.P.C..

Healthcare Strength — Health, dental, and vision insurance are presented as comprehensive, with strong plan support and life insurance options mentioned. These offerings contribute to a broadly favorable view of core medical coverage.
Retirement Support — A 401(k) with employer match, profit sharing, and potential stock or ownership options are highlighted. Such financial benefits are positioned as meaningful long-term support for employees.
Leave & Time Off Breadth — Paid time off, holidays, sick leave, and paid parental leave are cited, alongside flexible and hybrid work arrangements. These features are often viewed as enhancing work-life balance.