Administrative and Compliance Coordinator

Position Summary

The Administrative and Compliance Coordinator is responsible for supporting and strengthening the operations, compliance, oversight, and governance functions of the Steuben County IDA. This position serves a critical role in ensuring ongoing adherence to New York State public authority requirements, coordinating required reporting and disclosure activities, maintaining accurate operational and project records, monitoring compliance obligations, and supporting the Agency’s Board of Directors in its oversight responsibilities.

The successful candidate will be highly organized, detail-oriented, technology proficient, and capable of managing multiple priorities while maintaining confidentiality and professionalism.

Essential Duties and Responsibilities

• Compliance and Reporting
• Coordinate annual Public Authorities Reporting Information System (PARIS) reporting requirements, including gathering, reviewing, and organizing information for timely and accurate submission.
• Monitor and track project performance requirements, including employment commitments, investment commitments, reporting obligations, and other beneficiary compliance conditions.
• Maintain complete, accurate, and audit-ready project records, compliance documentation, board approvals, disclosure materials, and supporting records for regulatory review and agency audits.
• Develop and maintain compliance tracking systems, deadline calendars, certifications, and follow-up processes to support proactive oversight of Agency obligations.
• Identify compliance gaps, overdue submissions, missing documentation, or reporting concerns and elevate issues to Agency leadership for review and resolution.
• Ensure Agency website compliance with public authority transparency, disclosure, meeting notice, policy posting, and reporting requirements.

Financial Administration

• Coordinate Payment In Lieu of Tax (PILOT) billing activities with Steuben County, local taxing jurisdictions, and the Agency's financial services firm.
• Work closely with the Agency's contracted finance firm to process and manage monthly bill payments and financial documentation.
• Support financial oversight by maintaining documentation for invoices, payments, PILOT activity, audit requests, and board-authorized financial actions.

Project Administration

• Maintain complete, accurate, and readily accessible project files for all Agency-assisted projects, including approvals, agreements, compliance submissions, correspondence, and monitoring records.
• Track project reporting deadlines, follow up with project beneficiaries, review submissions for completeness, and maintain documentation of compliance status.
• Assist in monitoring project agreements and identifying matters requiring additional staff, consultant, or board review.
• Assist with the preparation and organization of project documentation for Agency review and approval.

Board and Governance Support

• Coordinate and schedule monthly Board of Directors meetings and committee meetings.
• Prepare meeting notices, agendas, and supporting materials.
• Manage meeting livestream technology and public access requirements.
• Maintain official agency records, resolutions, minutes, policies, committee materials, required certifications, and governance documents in support of board oversight and public accountability.
• Ensure compliance with Open Meetings Law, public meeting requirements, meeting notice obligations, and related transparency standards.

General Administrative Functions

• Provide administrative support to Agency staff and leadership.
• Maintain office records and filing systems.
• Support special projects and economic development initiatives as assigned.
• Perform other duties as assigned to support Agency operations.

Minimum Qualifications

• Associate's degree in business administration, public administration, accounting, communications, or a related field.
• Two (2) years of administrative, compliance, accounting, government, or related professional experience preferred.
• Equivalent combination of education and experience may be considered.

Knowledge, Skills, and Abilities

• Strong organizational and project management skills.
• Exceptional attention to detail, accuracy, documentation quality, and follow-through on compliance-related tasks.
• Ability to manage multiple deadlines, reporting cycles, public filing requirements, and oversight priorities.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office 365 applications, including Word, Excel, Outlook, and Teams.
• Ability to learn and manage website content management systems.
• Familiarity with public sector governance, public authority compliance, board oversight, public transparency requirements, or economic development programs is desirable.
• Ability to work independently while maintaining effective relationships with board members, consultants, government agencies, and project applicants.
• Understanding of confidential information management and professional ethics.
• Valid NY State Driver’s License

Working Conditions

This position is primarily office-based with occasional attendance at public meetings, community events, and economic development functions.

Pay: $55,000.00 - $65,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Health savings account
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $55,000 - $65,000