Administrative Support Assistant

Administrative Support Assistant

Rochester, NY

Description

Position Summary:

The Administrative Support Assistant - Operations & Finance Department: provides high-level administrative and clerical support to both the Operations and Finance departments. This position plays a key role in maintaining efficient workflows, supporting daily financial and operational activities, coordinating internal processes, and ensuring compliance with organizational policies and deadlines.

Job duties include but are not limited to the following:

Operations Support duties include:

Assist with Time and Billing

Assist with Client Monthly Billings

Assist with Client AR including collections

Maintain the Time & Billing database

Produce monthly reporting

Produce reporting as requested

Answer Client Emails

Year End Procedures

Prepare Invoices, Post Invoices, Credit Invoices, Delete Invoices and Email Invoices

Time Entry Changes (Move, Delete, Change)

Make client info changes (email, address and name)

Assist in coordinating and tracking operational projects, timelines, and deliverables.

Prepare and maintain operational reports and documentation.

Coordinate logistics for meetings, events, and training sessions.

Assist with performance metrics reporting and data analysis for process improvement.

Finance Support duties include:

Support the Finance department in accounts payable/receivable processing.

Assist with reconciliations, budget tracking, and expense monitoring.

Maintain financial records, spreadsheets, and reports with confidentiality and accuracy.

Liaise with vendors, clients, and internal staff regarding billing, payments, and documentation.

Support the Finance team during audits and month-end/year-end closing procedures.

General Administrative Duties include:

Serve as a liaison between Operations, Finance, and other departments.

Manage calendars, schedule meetings, and coordinate travel arrangements.

Handle confidential information with professionalism and discretion.

Contribute to continuous improvement initiatives and administrative process optimization.

Requirements

Education Requirements:

Highschool diploma required. Associate's degree in Business Administration, Accounting, Finance, or a related field preferred.

Experience:

2-4 years of experience in administrative support, preferably within Operations or Finance functions.

Skills:

Strong organizational and multitasking skills with attention to detail.

Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and/or Google Workspace.

Experience with Practice Management a plus.

Experience with accounting systems (e.g., QuickBooks) is a plus.

Excellent written and verbal communication skills.

Ability to handle sensitive information with confidentiality.

Strong problem-solving skills and a proactive attitude.

Salary Description

$22.00 - $25.00