Administrative Specialist

Administrative Specialist Job Category: Administrative Requisition Number: ADMIN002487 Full-Time 37.5 Hours Per Week 52 Weeks Per Year Grade 13 Monday to Friday: 8:30am - 4:30pm Fulton, NY 13069, USA Description Ranking among Oswego County's top ten largest private employers, OCO carries out its mission to inspire partnerships and provide services that empower people, support communities, and change lives through more than 50 programs serving 15,000 people each year. OCO's Employee benefits include: Health, Dental, and Vision Insurance (available to Full-Time staff) Paid leave (sick leave, PTO, holidays, etc.) 403B Deferred Annuity Retirement Plan Term Life Insurance Employee Assistance Program About The Position: OCO is looking for someone who thrives in a meaningful, mission-driven environment where every day brings variety and purpose. As an Administrative Specialist, you'll play a key role in supporting Corporate Services operations, helping ensure smooth processes and positive outcomes across the organization. You'll work in a collaborative, supportive culture with opportunities for continuous training, professional development, and hands-on experience in executive support, project coordination, compliance tasks, and event assistance. This role offers stability, growth, and the chance to build valuable skills while contributing to work that truly impacts and strengthens the community. If you're organized, detail-oriented, and looking for a position where your contributions matter, this is an excellent opportunity to grow and make a difference. Job Summary: Under the direction of the Executive Administrative Manager, provides general administrative and clerical support to the Corporate Services department. This role assists with routine office tasks, basic document processing, meeting preparation, data entry, and assisting leaders with day-to-day needs to ensure smooth daily operations. The position requires strong organization, professionalism, attention to detail, and the ability to follow established procedures. General Job Duties And Responsibilities: Provides administrative and clerical support across Corporate Services, including preparing correspondence, reports, agendas, minutes, spreadsheets, and other documents. Provides support to the Board of Directors and assists with other governance tasks, as needed. Communicates professionally with internal staff, external partners, and regulatory bodies Helps maintain and organize confidential corporate records (electronic and paper) following retention policies and regulations. Schedules meetings and appointments, prepares meeting materials, and attends assigned meetings to take minutes and track action items. Coordinates travel arrangements, reservations, and other special arrangements as needed. Routes documents and approvals, gathers information for reports, and assists with routine project tasks and deadlines. Assists with ordering office supplies and equipment by preparing requests, obtaining approvals, and coordinating receipt and distribution of items. Supports special events, fundraising activities, donor database updates, grant development, and related correspondence. Participates in required training, meetings, and conferences for continued skill development. Assists with special project assignments as needed. Responsible for tracking and reporting on progress of assigned projects. Provides reception desk coverage in Fulton or Oswego on occasion. Specialized Corporate Support Responsibilities: Assists with preparing, scheduling, and supporting compliance-related meetings, including sending notifications, organizing agendas, taking minutes, and maintaining required documentation. Provides administrative support to financial leadership by screening calls, organizing communications, assisting with scheduling, and preparing routine responses or follow-up. Assists in tracking and following up on information or documents needed from departments to meet financial or administrative deadlines. Provides administrative support for Board governance activities under the direction of the Executive Administrative Manager, including maintaining rosters and terms of service, preparing meeting materials, tracking attendance, supporting elections, and assisting with annual meeting logistics. Helps maintain accurate Board records in both electronic and manual formats and supports ongoing communication with Board members as assigned. Job Requirements: Must have thorough knowledge of administrative operations, practices, office management. Must be proficient in the Microsoft Office suite and have experience in word processing, spread sheets and databases; must have knowledge/experience working with databases. Must have excellent organizational skills. Must demonstrate professionalism, be an excellent role model to consumers and staff and collaborate with a variety of leaders and employees in performing work. Demonstrates sound judgment and strict confidentiality when handling sensitive information, following all OCO policies, procedures, and employee handbook requirements. Must remain calm and professional even when priorities change and several people need help at the same time. Must be reliable and flexible, including hours to meet needs. Must be able to exercise independent judgment and solve problems. Must be able to handle multiple priorities with accuracy and detail and follow oral and written directions. Must have a valid NYS Driver's License with record within policy and have access to a reliable, insured vehicle for on-the-job travel. Minimum Qualifications: Associate degree in related field or equivalent; and 1 year's administrative experience; or Any acceptable combination of education, training, and experience. Oswego County Opportunities, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, creed, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, marital status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

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