Administrative Assistant

The Administrative Assistant provides administrative support to ensure efficient operation of the Human Resources, Distribution, and Operations offices. This role is primarily responsible for weekly scheduling, timekeeping verification, and payroll processing support. Additionally, this position handles a variety of administrative tasks including—but not limited to—meeting coordination, maintaining filing systems, and ordering supplies. The ideal candidate is proactive, detail‑oriented, and possesses strong interpersonal and multitasking skills.

Reporting Structure

This position reports directly to the HR Manager, who provides day‑to‑day supervision, workload prioritization, training, and performance evaluation. The role works closely with Operations and Distribution leadership to support scheduling, timekeeping, and payroll‑related processes but remains functionally and administratively aligned under Human Resources.

Key Responsibilities

Administrative Support - 85%

• Manage and maintain weekly operational schedules, including overtime for the Operations and Distribution departments.


• Manage final approval of all payroll for Operations and Distribution departments.


• Organize and maintain physical and electronic filing systems.


• Process incoming and outgoing mail and communications.

Office Coordination - 10%

• Order and manage office supplies and inventory.


• Coordinate office maintenance and vendor services.


• Assist in organizing company events, meetings, and team activities.

Communication and Documentation - 5%

• Take meeting minutes and distribute as needed.


• Maintain confidential and sensitive information securely.


• Assist with HR, finance, or project documentation as needed.

Qualifications

Education

• High school diploma or equivalent required.


• Associate’s or Bachelor’s degree in Business Administration or related field preferred.

Experience

• 2–5 years of administrative or office support experience.


• Experience in scheduling, document preparation, and customer service preferred.

Skills

• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).


• Strong written and verbal communication skills.


• Excellent organizational and time management abilities.


• Ability to multitask and prioritize work effectively.

Competencies

• Attention to detail and problem‑solving skills.


• Professional demeanor and ability to maintain confidentiality.


• Team‑oriented with a positive, flexible attitude.


• Self‑motivated and capable of working independently.

Working Conditions (Physical Demands)

This role primarily operates in a professional office environment. The position routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. The employee is regularly required to sit, stand, walk, reach, and lift up to 20 pounds. Occasional bending, kneeling, or long periods of computer-based work may be required. Some tasks may require walking between office, production, and distribution areas.

Pay: $23-$27/hr.* 

* The salary range listed for this position represents the good faith and reasonable minimum and maximum pay for this role at the time of posting.  Actual compensation may vary based on factors including, but not limited to, experience, skills, training, knowledge, education, and overall qualifications.  The posted salary range reflects just one component of our total rewards package. Other components of the total rewards package may include participation in group health and/or dental insurance, retirement plan, wellness program, paid time away from work, and paid holidays.

Upstate Niagara Cooperative, Inc. is committed to equal employment opportunity for all, without regard to race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity, age, veteran status, disability, genetic information, or any other protected characteristic.