The Village of Potsdam is seeking a motivated and organized Program Assistant to support community development initiatives and projects that are helping to shape the future of the Village.
About the Department
The Village of Potsdam’s Planning & Development Department works to strengthen the local economy, improve community infrastructure, and support initiatives that make Potsdam a great place to live, work, and visit. The department manages development projects, pursues grant funding, supports local businesses, and works with community partners to advance local priorities.
The Planning & Development Department currently leads many of the Village’s most visible initiatives that are shaping Potsdam’s future, including downtown streetscape improvements, the Riverwalk, the Fall Island Skatepark, stormwater resilience projects, and programs that support local businesses and entrepreneurs. This position provides an opportunity to contribute to these efforts while gaining valuable experience in project coordination, community development, and public-sector initiatives.
Position Details
Position: Program Assistant Status: Part-time (approximately 20 hours per week) Department: Planning & Development Location: Village of Potsdam Civic Center Building (2 Park St.) Compensation: Hourly pay TBD
Key Responsibilities:
Grant and Project Support
- Assist with preparation and organization of grant applications, reports, and supporting documentation
- Track project expenses and maintain organized financial records
- Submit grant requisitions, including required forms, documentation, and payment requests
- Track grant deadlines and maintain accurate records related to grant-funded projects
Records and File Management
- Maintain well-organized digital and physical files for department projects, grants, and contracts
- Scan, label, and archive documents to ensure easy access and compliance with recordkeeping requirements
Communications and Public Information
- Assist with preparing newsletters, press releases, and informational updates related to Village projects and programs
- Maintain contact lists and communications databases
- Assist with updating digital content related to Village projects, programs, and announcements
Project Documentation Support
- Assist with organizing project information, summaries, and documentation
- Help maintain internal project tracking materials and records
- Administrative Coordination
- Provide general administrative support including document preparation, internal scheduling, and coordination of office needs
Event and Outreach Support
- Assist with logistics and materials for community events, public meetings, and announcements
Additional Responsibilities
- This position may include other tasks as required to support departmental operations.
Qualifications:
Education
- High school diploma required
- Associate or bachelor’s degree preferred:
Experience
- At least 2 years of administrative, project coordination, or grant-related experience preferred
- Experience in government, nonprofit, or community organizations is helpful but not required
Preferred Skills and Attributes:
- Strong organizational skills and attention to detail
- Ability to manage multiple tasks and deadlines
- Comfort using modern digital tools and office software
- Excellent written and verbal communication skills
- Interest in community development and public service
- Ability to work both independently and as part of a small team
How to Apply
Candidates interested in this position should submit the following materials:
- An updated resume outlining relevant experience
- A cover letter highlighting your qualifications and explaining your interest in the position
- A list of professional references
Applications may be submitted to:
Georgine Scott-Village Clerk PO Box 5168 Potsdam, NY 13676 or by email to: gscott@villageofpotsdamny.gov
Applications will be reviewed until the position is filled.