Divisional Administrative Assistant

We are currently hiring a full time (40 hours/week) Divisional Administrator in our Rochester, NY office to work closely with the Director of Transportation and the divisional leadership. This position is responsible for performing a wide range of assignments including: the maintenance of financial spreadsheets and records; reporting and documenting project performance to division leadership; developing and maintaining the annual overhead spending budget and providing administrative support as needed. The ideal candidate must be able to resolve problems independently with minimal supervision and interact with people on all levels including managers, staff, and clients.

Duties:

• Assist with preparing and managing division budgets, monitoring expenses and project invoicing.
• Provide broad administrative support to leadership staff through preparation of monthly reporting, organizing events, scheduling meetings, making travel arrangements and preparing correspondence, reports, and presentations.
• Proof and review divisional materials such as letters, proposals, and presentations.
• Perform other duties to support the division as assigned.
• Maintaining financial, employee, and client records.
• Managing the maintenance of division equipment.