Position Title: Administrative Assistant

Salary Range: $16.50 – $21.50 per hour
Reports To: Director of People
Status: Part-time, with full-time potential for the right candidate
Requirements: City of Buffalo residency

To Apply:

• Email your resume to Ivy Cornell, Director of People: Ivy@bfloparks.org -OR-
• Mail to 84 Parkside Avenue, Buffalo, NY 14214

Position Summary:

The Administrative Assistant serves as a shared support resource for both the Development & Communications team and the Executive Office at Buffalo Olmsted Parks Conservancy. This position is the main point of contact for callers, online inquiries, 311 reports, and visitors to the Parkside Lodge headquarters, and plays a key role in supporting the intake and routing of community concerns and feedback. In addition to front-of-house responsibilities, the Administrative Assistant provides operational and administrative support to the Development & Communications team, including payroll support, gift processing, donor acknowledgment, database coordination, and event and meeting support.

This position reports to the Director of People, with a dotted line to the Development & Communications team for day-to-day task direction related to development and communications support.

This is a part-time, non-exempt position according to the Fair Labor Standards Act and the NYS Department of Labor rules and regulations, with full-time potential for the right candidate. As per the employee manual, the position is eligible for certain benefits. The workweek is Monday – Friday, and may include weekend and holiday work as needed.

Benefits:

This position is Class 2A according to the Conservancy’s employee handbook and as such benefits include the following:
A 403(b)-retirement plan with employer match. Paid Vacation, Personal and Sick Time prorated based on the number of hours per their standard work schedule. In addition, employees receive up to 13½ paid holidays per year, pursuant to the employee handbook.

Additional benefits include: a golf season pass for employees, as well as ongoing in-house training on various topics.

Duties and Responsibilities:

Reception & Community Intake:

• Serve as the main point of contact for all incoming calls, online inquiries, and emails to the Conservancy, responding in a professional, courteous, and timely manner
• Greet, assist, and direct visitors to the Parkside Lodge headquarters offices
• Receive, log, and route community concerns, feedback, and inquiries to the appropriate staff member or department, ensuring timely follow-up and consistent communication back to the inquirer
• Forward 311 reports and park-related complaints to appropriate staff for remedy and maintain a record of all contacts and resolutions
• Support the development and implementation of intake and response protocols for community feedback in coordination with relevant staff

Development & Communications Support:

• Process incoming gifts accurately and on time, in coordination with the Development & Stewardship Officer
• Assist with gift acknowledgment procedures including thank you letters and tax receipts
• Maintain and update donor records in the fundraising database in coordination with the Development & Stewardship Officer
• Assist with gift pledge reminders, files, and other fulfillment specifications or organizational record keeping needs
• Prepare lists for mass and targeted mailings, coordinating with the mail house as needed
• Provide administrative support to the Development & Communications team including preparation of reports, meeting materials, and correspondence
• Support the Marketing & Communications Assistant with production and mailing logistics as needed
• Assist with the coordination of commemorative gift fulfillment and tracking

Executive Office Support:

• Provide administrative support to the Executive Office as directed, including scheduling, correspondence, and meeting preparation
• Assist with payroll processing and recordkeeping
• Assist with office supply management and general office operations
• Support special events and organizational meetings including set up, clean up, and logistical coordination as needed
• Assist other departments with administrative needs as requested

Additional Expectations:

• Aligns with the Conservancy’s commitment to creating an inclusive, equitable, and accountable working environment for all staff and park system for all park users
• Perform other duties as assigned by management

Qualifications and Requirements, (Knowledge, Skills and Abilities):

• City of Buffalo residency within six-(6) months of hire date
• Minimum of two (2) years of administrative experience preferred
• Effective and professional communication skills, verbal and written, with a warm and welcoming demeanor
• Timely responsiveness in communication across multiple formats is required
• Exceptional organizational abilities with strong attention to detail and accuracy
• Proven ability to multitask, prioritize, and work under pressure to meet deadlines and follow protocols in a demanding environment; flexibility to adjust plans and tactics as needed
• Resourceful and initiative-taking when managing unforeseen issues or challenges
• Demonstrated ability to work in a team environment across several departments
• Familiarity with donor database software is a plus
• Proficient with all Microsoft Office Suite software including Word, Excel, and Outlook

Physical Demands and Working Conditions:

• This role is primarily sedentary at a desk, with front-of-house reception responsibilities
• Job duties may require an employee to bend, reach, stoop, sit, stand, and/or walk for extended periods of time, as well as lift and/or move heavy objects which at times could be up to 30 lbs.
• Must be able to adapt to ever-changing resources and limited budget

This job description is intended to identify and list the responsibilities, duties and qualifications for the position. It cannot be considered all-inclusive, however, as changing organizational circumstances can result in changes to some of those responsibilities, duties and qualifications. Further, every task supporting the functioning of the position may not be listed or not listed in detail. This job description does not constitute a contract of employment.