Mohawk Valley EDGE is hiring: Administrative Assistant in City of Utica

Mohawk Valley EDGE (Economic Development Growth Enterprises Corporation) is a not-for-profit corporation dedicated to strengthening the economy of the Mohawk Valley region. Our mission is to foster economic growth, create jobs, and improve the quality of life for residents by supporting business development, infrastructure improvements, and community initiatives.

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
• 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

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.

Seniority level

• Entry level

Employment type

• Full-time

Job function

• Administrative
• Industries: Non-profit Organizations