Job description
BASIC FUNCTION:
Performs general administrative duties necessary to support Loans and Grants department.
WORK PERFORMED:
Assume a variety of Department-wide responsibilities as assigned, such as writing briefing memos, preparing complex spreadsheets, reviewing and improving processes, ensuring compliance with regulatory requirements, and managing data and budget information. Assist and act as backup to other administrative staff as needed in various department responsibilities.
Ensure quality and completeness of Microsoft Dynamics project tracking system data- Process project disbursement requests for assigned projects
- Handle special assignments as required by Loans & Grants Department.
- Provide administrative and project coordination as directed by Department Head, including preparation of legislative and Invitation to Apply Letters.
- Public Hearings- for Monthly Board Approved Projects
- Request, collect, distribute Board Materials and other documents
- Schedule hearing [location] stenographer and attorney.
- Publish legal notice, obtain affidavits
- Supply Hearing Officer with hearing documents and schedule
- Notify grantee and local officials of hearing
- Ensure hearing goes smoothly, be available if there are questions or issues to troubleshoot
- Process public hearing costs efficiently
- Send files and costs to Project Managers
- PACB- for projects requiring Monthly PACB approval
- Request, collect, distribute Board Materials and PACB Summary for each project to Legal Department
- Create PACB Matrix and Funding Chart for each project Funding Source
- Create PACB Script from Summaries
- Distribute to [Bradley Austin] one week before PACB
- Forward PACB Resolution link to Project Managers when posted after Meeting, file Resolutions
- Other duties as assigned by the VP and Director of Loans & Grants
Position expected to work onsite and/or remote consistent with NYS and ESD guidelines and needs.
MINIMUM REQUIREMENTS:
Education Level required: HS degree w/ some post HS college course work (Associate degree preferred but not required.)
Relevant experience required: 5 +years of administrative experience.
Knowledge required: effective communication skill - both written and verbal; excellent typing skills (60+ wpm); knowledge of Windows environment and excellent Microsoft Word skills required. Requires previous Administrative/ Secretarial experience. Provides secretarial services from a middle to upper-level management position. Day to day contact include all levels within the Corporation and the general public. This level requires an understanding of the content of the job and method of operation as well as the knowledge of department and Corporation operations and procedures.
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