ADMINISTRATIVE ASSOCIATE - MMF Job at Development Authority of the North Country

Job Summary: The Administrative Associate – MMF is responsible for a wide range of administrative and management support tasks including, but not limited to, supporting division procurement activities, tracking and scheduling of employee health and safety activities, generation of purchase orders, accounts receivable/payable, customer relations, NEXGEN work order tracking, fuel system tracking, performing scale house operations, and field customer inquiries regarding waste disposal policies and procedures.  The Administrative Associate – MMF will perform under the direction of the Landfill Superintendent with the leeway allowed for independent judgment. 

Duties/Responsibilities:

• Perform unique tasks as required with the assigned division.
• Prepare various correspondence and reports.
• Open, sort and distribute incoming correspondence.
• Answer, screen and transfer inbound telephone calls.
• Receive and direct visitors.
• Index, scan, organize and retrieve documents from electronic and hard copy filing systems.
• Coordinate general maintenance and upkeep of office equipment.
• Track and order office supplies.
• General clerical duties including photocopying, faxing and mailing.
• Complete procurement tasks including requesting quotes and compiling results, setting up new vendors in the systems, assistance with RFP’s and bids, MWBE documentation, creating and managing purchase orders, and assisting with vendor management.
• Customer billing including processing monthly billing and sending invoices.
• Complete accounts receivables/payable functions for the division.
• Process and track invoices for specified programs related to waste diversion.
• Coordinate and track water supply orders.
• Initiate and track division work orders in NEXGEN.
• Assist with scheduling training for MMF employees.
• Assist with fleet management activities including parts management.
• Provide management of the fuel tracking system, fuel ordering, fuel delivery logs and reports.
• Perform routine scale functions including monthly scale reconciliation, assisting haulers, and running reports.
• Perform functions related to records management.
• Related duties as required.

Qualifications (Knowledge, Skills and Abilities):

• Knowledge of Microsoft Office (Word, Excel, etc.) and strong computer skills.
• Knowledge of accounting software, database operations and office equipment.
• Excellent verbal and written communication skills.
• Ability to work independently and possess excellent organizational skills.
• Ability to use good judgment and decision-making, problem solving skills, and attention to detail and accuracy.
• Ability to manage, adjust, and prioritize varied workload based on such factors as work objectives, schedule and customer needs.
• Ability to work with a variety of internal and external customers.

Education:

• High School graduate or General Equivalency Diploma (GED) required.
• Associate’s degree in Business Administration, or related field preferred.

Professional Certification/Licenses:

• Notary Public License preferred.
• Ability to obtain Weighmaster’s License within one (1) year.

Experience:

• Minimum of three years in a similar work environment.
• An equivalent combination of education, training and experience may be acceptable.

Pre-employment Physical Exam and Drug Test Required:  Yes

Annual Physical Exam Required:  No

Minimum Driver’s License:  Class D NYS regular operator.

Travel Requirements:  <10%

Typical Work Schedule:  Regularly works Monday through Friday during normal business hours and requires willingness to work a flexible schedule when needed.

Environmental:  Typical office environment where employee is protected from weather conditions or contaminates.

Benefits:  The Authority offers a competitive compensation package to include participation in the NYS Employees’ Retirement System (PENSION), NYS Deferred Compensation Plan, 12-paid holidays, 3-weeks vacation, 10-sick days, 2-personal days; medical, dental, vision, short-term disability insurances. Plus, we offer tuition reimbursement and professional development.

Review of applications will begin immediately and continue until the position is filled.

The Development Authority of the North Country is an Equal Opportunity Employer.