Administrative Assistant - Part Time
CLA SITE Landscape Architecture, Engineering & Planning is seeking a Part-Time Administrative Assistant (20-25 hours per week, Monday-Friday, flexible).
Located in downtown Saratoga Springs, CLA SITE is a small but busy professional engineering and landscape architecture firm that has served state, municipal, industrial and private land development clients throughout New York for over 27 years. We offer a competitive salary, a relaxed work environment, and an exciting professional setting, balanced by an excellent quality-of-life philosophy.
This part-time, in-office position involves a wide range of critical, ongoing and deadline-oriented tasks. We are looking for someone who is highly motivated, reliable, responsible, extremely organized, detail oriented, and has strong time management, administrative and communication skills. The candidate must have excellent computer (PC) skills and be proficient in Microsoft Word, Excel, Outlook (Mail and Calendar) and Constant Contact. Experience with A/R, A/P, and/or CORE (BillQuick) a plus. Previous administrative work in construction, engineering, landscape architecture or related professional field is also a plus. A vehicle is necessary for occasional local errands during business hours.
Responsibilities include (but are not limited to):
- Administrative support to company Principal and staff
- Initial processing and tracking of payables and receivables; bank deposits
- Oversee basic HR tasks such as onboarding new employees
- Assist with software subscriptions on individual computers during employee onboarding
- Communicate with external IT company for computer and other technical needs or issues
- Coordinate office equipment repairs when necessary
- Facilitate annual health insurance and IRA renewals for company and employees
- Track renewal dates of essential business licenses and certifications
- Order office supplies
- Proofreading, formatting and editing documents and reports
- Assist with conference registrations and preparations
- Make staff travel or hotel reservations as needed
- Assist the team with proposal and report assembly and delivery as needed
- Plan company events such as summer staff outing and holiday party
- Organize regular “Lunch & Learn” sessions for professional staff development
- Occasional local errands (post office, FedEx/UPS, food pickup for staff lunches, document deliveries to local municipalities)
- Greet visitors and offer refreshments when appropriate
- Promote and maintain a welcoming and friendly office atmosphere for staff, clients and visitors
- High School diploma or equivalent
- 5+ years’ experience in administrative support
- Must have excellent computer (PC) skills with proficiency in Excel, Word, Outlook
- Experience with A/R, A/P and CORE (BillQuick) a plus.
- Extremely organized, detail oriented, strong time-management and communication skills
