Office Administrator

Summary: As the Office Administrator and under the direction of the Executive Assistant, ensure efficient office operations, greet visitors, post and distribute daily mail. Perform general clerical duties. The Office Administrator also assists the Finance Department with service billing, processing checks, data entry data into the ERP system and archiving documents.

Essential Functions and Responsibilities:

• Greet visitors to the NYSID office: announce visitors' arrival to appropriate staff members.
• Maintain a clean waiting area for guests including stocking pamphlets as needed.
• Receive and sort incoming mail, including checks. Sign for packages or deliveries.
• Deposit checks using office check scanner, post payments in NetSuite to invoices, reconcile daily checks received.
• Arrange for pick-up of outgoing packages, including filling out appropriate forms and contacting appropriate carriers.
• Support the Finance Department as needed with processing, producing, submitting and archiving Member Agency, Corporate Partner and customer invoices through NetSuite.
• Perform clerical duties such as typing correspondence, printing reports, faxing and photocopying.
• Manage all office supplies; place orders and stock work areas and supply cabinet as needed.
• Assist Director, Marketing and Communications with tracking and follow up on sponsorship donations for Annual Meeting.
• Assist with Annual Meeting registration, set up, check-in table and take down.
• Assist with staff events: holiday and other parties, summer outings.
• Assist Executive Assistant with set up for Board Meetings.
• Assist with staff luncheons, ordering, set up, and clean up.
• Prepare workstation for all new hires.
• Order new business cards, name badges and tags as needed.
• Stock the staff kitchen and board kitchen with supplies.
• Turn dishwasher on nightly and unload in the morning.
• Other duties as assigned.

Qualifications:

The requirements below are representative of the knowledge, skills and abilities required for the position. Reasonable accommodation shall be made to enable individuals with disabilities to perform essential functions.

• High School Diploma or GED. Associates degree preferred.
• Minimum of 3 years of experience in a clerical position.
• Upbeat personality with the ability to project a friendly but business-like presence both on the phone and in person.
• Strong attention to detail and proofreading skills.
• Strong communication, interpersonal and organizational skills.
• Ability to handle multiple tasks in busy office environment
• Experience with Microsoft Word, Excel and other various computer software applications.

Physical Requirements:

The requirements below are representative of the knowledge, skills and abilities required for the position. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

Nature of job requires considerable keyboard and mouse usage, moving around the office and sitting for long periods of time. Must have visual acuity and hearing ability for communicating with others and gathering and accessing written and computerized information. Ability to access any locations where company business is conducted.

About NYSID:

NYSID is the Non-Profit organization designated by the NYS Education Department under the New York State Finance law to serve New York’s Preferred Source program, which works to provide gainful employment for New Yorkers with disabilities. Rehabilitative agencies throughout New York State which provide support services to individuals with disabilities, choose to become members of NYSID. On behalf of these members, and sometimes in conjunction with private sector partners, NYSID enters into contracts with state and local government agencies for goods and services which disabled New Yorkers create or perform.

Come Join Our Team! We offer medical and dental benefits (80% paid by NYSID), a retirement program (5%+ of gross income), paid time off, tuition reimbursement, group life insurance and other benefits. We have been named a Top Work Place, most recently in 2025 by the Albany Times Union.

Pay: $20.00 - $22.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Work Location: In person