Accounting & Administrative Specialist (Hybrid)
Administrative Specialist Job In Rochester, NY
Job Type: Part-time to Full-time
Compensation: Starting at $22/hour during training; increases to $28/hour once fully trained and operating independently
About the Role
We are looking for a detail-oriented Accounting & Administrative Specialist to support our finance and operations team. This role will initially require in-office presence and later transition to a hybrid schedule. The ideal candidate will assist with accounting tasks, financial reporting, and general administrative duties to help streamline operations and reduce workload for existing staff. This role will also support the process of modernizing and transitioning internal onsite job tasks and legacy bookkeeping processes to cloud-based systems.
Responsibilities
Accounting & Finance:
Process and reconcile credit card transactions
Perform bank reconciliations
Assist with month-end and year-end closing
Generate and review accounting reports
Process and track invoices, including contractor invoices
Manage payments and banking activities (USA & Canada)
Oversee QuickBooks-related tasks
Assist with CDN taxes and compliance reporting
Support the transition of bookkeeping and financial processes to cloud-based systems
Administrative Support:
Help manage vendor portals (SAP, Exelon, etc.)
Support contract administration for employees and contractors
Assist with state and municipal correspondence, including annual reports and business filings
Maintain and organize financial and compliance records
Process and track vacation/time-off requests
Support onboarding for new clients (registrations, licenses, etc.)
Handle government and regulatory requirements related to business operations
Assist with moving internal onsite administrative tasks to cloud-based solutions
Qualifications
2+ years of experience in accounting, bookkeeping, or administrative support
Familiarity with QuickBooks, Microsoft Office 365, and accounting software
Strong organizational and multitasking skills
Attention to detail and accuracy in financial transactions
Ability to work both independently and collaboratively
Experience handling confidential information professionally
Preferred Skills
Experience with U.S. and Canadian accounting practices
Knowledge of compliance reporting and vendor management
Experience transitioning accounting and administrative processes to cloud-based systems
Background in HR administration or IT support is a plus
Compensation & Benefits
Training rate: $22/hour
Post-training rate: $28/hour (once fully trained and operating independently)
Benefits (for eligible employees):
Medical, Dental, and Vision Insurance
401(k) with Company Matching
Paid Vacation & Sick Leave
Paid Holidays
If you are a proactive and detail-oriented individual looking for a role that blends accounting and administrative responsibilities while supporting digital transformation efforts, we'd love to hear from you!
Administrative Assistant
Administrative Specialist Job In Rochester, NY
Administrative Assistant (Part-Time)
JK Executive Strategies is thrilled to partner exclusively with a well-respected, financial advisory firm in search of an Administrative Assistant to join its team. This position will provide a welcoming atmosphere to all prospective and existing clients through both telephone and face to face contact. In addition, the Administrative Assistant will assist the Firm's Wealth Advisors and Office Manager with administrative and operational support.
If you are seeking a flexible, part-time opportunity, working in a dynamic office setting, this is the opportunity for you!
Responsibilities:
Perform daily tasks and maintain duties as related to office activities and client meetings.
Assist Wealth Advisors on daily activities such as meetings, phone conferences & scheduling.
Coordinate newsletter and mass mailings.
Conduct screen and route telephone calls, update client files and notes.
Send out new client packages including: ADV, contract, organizer, letter, etc.
Set up file for new client initial meeting.
Schedule and confirm appointments for existing clients.
Schedule and confirm vendor meetings.
Scan all new client docs.
Handle all client address changes with vendors.
Maintain office equipment and supplies.
Maintain office calendar.
Other duties as assigned.
Requirements:
High school diploma required; associates degree, preferred.
1+ years of related experience, ideally in a client service and or financial environment.
Experience working in financial services firm, preferred.
Exceptional organizational skills and ability to carry out responsibilities with limited supervision.
Ability to handle multiple tasks at one time and be able to prioritize.
Strong attention to detail and high energy.
Demonstrated effective verbal, interpersonal and written communication skills.
Strong understanding of the firm's vision, mission and strategy.
Demonstrated intermediate level ability in the use of applications in spreadsheet, word processing and other software packages including Microsoft Excel and Word.
Salary: $20-$25/hour
JK Executive Strategies is an Equal Opportunity Employer. It is the policy of JK Executive Strategies to provide equal opportunity in employment and conditions of employment to all individuals regardless of age, race, color, religious beliefs, national origin, sexual orientation, gender identity, sex, veteran or military status, disability, pregnancy-related condition, predisposing genetic characteristics, genetic information, marital status, familial status, prior arrest, domestic violence victim status, non-job related convictions, participation in lawful activities outside of our workplace, or any other status protected by law.
Office Administrator
Administrative Specialist Job In Rochester, NY
Are you an organized and personable individual who thrives in a dynamic office environment? We're looking for a skilled Office Administrator & Front Desk Coordinator to join our team and play a key role in keeping our operations running smoothly.
About the Role
As the face of our office, you'll manage the front desk, ensure the office operates efficiently, and deliver excellent customer service to support our ongoing campaign. You'll be the first point of contact for visitors, staff, and customers, handling inquiries and administrative tasks with professionalism and a positive attitude.
Key Responsibilities
Front Desk Management:
Greet and assist visitors, clients, and staff with a friendly and professional demeanor.
Answer, screen, and direct incoming phone calls promptly and accurately.
Manage incoming and outgoing mail, deliveries, and correspondence.
Administrative Support:
Maintain office supplies, ensuring stock is replenished as needed.
Organize and update office records, documents, and filing systems.
Support other departments with ad-hoc administrative tasks.
Customer Service:
Handle customer service calls related to the campaign, addressing inquiries and resolving issues.
Provide clear and professional communication to clients, ensuring a positive experience.
Collaborate with the campaign team to escalate and resolve complex issues effectively.
Requirements
Experience:
Proven experience in an office-based role (administrative or receptionist experience preferred).
Customer service experience is a plus.
Skills & Qualifications:
Strong organizational and multitasking skills with attention to detail.
Excellent verbal and written communication skills.
Proficiency in MS Office Suite (Word, Excel, Outlook).
Ability to work independently and as part of a team in a fast-paced environment.
Professional appearance and demeanor.
Additional Requirements:
Availabile to work full-time, Monday to Friday.
A proactive and problem-solving mindset.
High school diploma or equivalent.
What We Offer
A friendly and collaborative office environment.
Opportunities for growth and professional development.
If you're an organized, detail-oriented individual with a passion for delivering excellent customer service, we'd love to hear from you!
Administrative Assistant
Administrative Specialist Job In Rochester, NY
Provides administrative and clerical support for assigned functional managers and staff.
Responsibilities:
Coordinates manager's calendar, meetings, correspondence and presentations as needed.
Coordinates all necessary arrangements for customer visits.
Provides clerical and administrative support to manager's staff.
Coordinates and arranges meetings, reserves facilities, and records and transcribes minutes of meetings.
Participates or leads special projects/events.
Arranges and coordinates travel schedules and reservations when required and assists with travel issues.
May assist with compiling information and data for reports on audits, budgets, plans etc.
May assist other departments as needed.
Generates reports and graphs as needed.
Supports Department on all administrative work pertaining to faxes, mails, parcels and packages.
Performs other duties as assigned.
Skills Requirements:
1-2 years of work-related experience required, preferably in clerical/administrative background.
On-Site
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Ability to write routine reports and correspondence.
Proficiency in personal computer usage, Microsoft Office products and e-mail skills required.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Education Requirements:
High school diploma, G.E.D., Trade/Vocational School certificate or equivalent required.
Physical Requirements:
Occasionally exert up to 10 lbs. of force to push, pull, lift or otherwise move objects. Have visual acuity to perform activities such as preparing and analyzing data; and/or viewing a computer terminal. Speak, type and/or sit for extended periods of time. Consistent attendance is an essential function of the job.
Executive Assistant to the Executive Vice President, A&F & CFO
Administrative Specialist Job In Rochester, NY
NOTE: A cover letter is required for consideration for this position and should be attached as the first page of the resume. The cover letter should address your specific interest in the position and describe the skills and experience that directly relate to this position. Candidates who do not meet this requirement will not be considered for the position.
The Office of the Executive Vice President of Administration and Finance oversees many critical areas of operation for the University. Administration and Finance supports the University through financial services, fiscal strategy, and administrative operations. The team strengthens the University's capacity to innovate and compete, overseeing many of Rochester's core business operations and serving as a strategic partner for University leadership.
The Office of the Executive Vice President of Administration and Finance is seeking a dynamic Executive Assistant!
This position works closely with all Office of the EVP staff in a fast-paced, team-oriented, high-visibility environment and acts as a liaison between the office and executives and high-level administrative staff within and outside the University. The duties of this position require the need for absolute confidentiality, professionalism and exceptional attention to detail.
The main functions of the Executive Assistant include:
Manages the calendar for the EVP. Using independent judgment, makes scheduling decisions based on knowledge of priorities and other time commitments and obligations.
Manages, tracks, triages and/or directly responds to the daily flow of incoming and outgoing requests and correspondence for the office. Uses keen judgement and problem-solving skills in prioritizing and responding appropriately to challenging requests.
Manages and coordinates internal University processes that are the responsibility of the Office of the EVP. Examples include coordinating and tracking all signature and approval requests and developing standards and office procedures.
Assists the EVP Chief of Staff with projects to keep the EVP informed of status needed to support University governance.
Assists with special projects that support the office as needed and assigned. Examples include searches for open or new positions in the office of the EVP.
Works collaboratively with EVP's direct reports and their assistants in order to problem solve and improve processes.
Works with, communicates, and develops rapport with peers in offices of senior leaders of the University.
Other duties as assigned.
The successful candidate will possess:
Bachelor's degree. (preferred)
3-5 years of related work experience including at least 1 year in an administrative capacity.
Experience in an executive-level or higher education administrative office setting. (preferred) or equivalent combination of education and experience.
Excellent interpersonal and communication skills.
Ability to interact with a broad range of internal and external constituencies, including senior executives and Trustees.
Exceptional organizational and time management skills with a keen attention to detail.
Ability to exercise a high level of professionalism and discretion with respect to confidential and sensitive matters.
Ability to multi-task and prioritize among competing demands and adapt to changing needs in a fast-paced environment.
High level of proficiency with Microsoft Office applications, Zoom, and Adobe Acrobat.
Job ID 256688
The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University's Mission to Learn, Discover, Heal, Create - and Make the World Ever Better.
In support of our values and those of our society, the University is committed to non-discriminate on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligation.
Sr Admin - Program Support (Part-Time)
Administrative Specialist Job In Rochester, NY
Description & Requirements Maximus is currently hiring for a Sr. Admin - Program Support to join our State West team. This is a part-time and fully remote opportunity. The Sr. Admin is responsible for various clerical and administrative tasks that support both the California Medical Survey and Behavioral Health Investigations lines of business.
Essential Duties and Responsibilities:
- Enter referral data into the assigned database system throughout every date.
- Schedule field assessments with independent contractors (assessors) and providers.
- Collaborate regularly with coworkers, peer reviewers, physicians, and healthcare administrative staff.
- Responsible for engagement and performance feedback for assessors (ICs), including onboarding assistance, making/following up on referrals, tracking responsiveness, and informing both R&C and supervisor in writing when performance and/or responsiveness issues arise with any IC.
- Generate specified data and reports as required by contract guidelines.
- Perform other duties as assigned by management.
- Type/generate emails and other documents, as necessary, acting as liaison between Maximus, clinical consultants and DMHC.
- Track and communicate survey schedules including staffing, survey dates, meetings, deadlines and other milestones.
- Perform basic quality checks on final client deliverables prior to submission.
- Assist DMHC personnel with tracking of requested documents.
- Maintain Deficiency Write-ups in reference libraries for Draft Reports and Preliminary Reports reviewed by the DMHC.
Minimum Requirements
- High School diploma or equivalent with 4+ years of experience, or Associate degree with 2+ years' experience.
- May have additional training or education in area of specialization.
- Work on assignments that are moderately difficult, requiring judgement in resolving issues.
- Understand implications of work and make recommendations for solutions.
- Communicate on complex or sensitive issues or draft such responses for supervisor or team lead.
- Ability to work a schedule between the hours of 9:00am - 5:30pm EST Monday - Friday required. Some fluctuation in scheduled hours may be required.
Please note: For this position Maximus will provide equipment to use.
Home Office Requirements:
- Internet speed of 20mbps or higher required / 50 Mpbs for shared internet connectivity (you can test this by going to ******************
- Minimum 5mpbs upload speed
- Connectivity to the internet via either Wi-Fi or Category 5 or 6 ethernet patch cable to the home router
- Private work area and adequate power source
- Must currently and permanently reside in the Continental US
EEO Statement
Active military service members, their spouses, and veteran candidates often embody the core competencies Maximus deems essential, and bring a resiliency and dependability that greatly enhances our workforce. We recognize your unique skills and experiences, and want to provide you with a career path that allows you to continue making a difference for our country. We're proud of our connections to organizations dedicated to serving veterans and their families. If you are transitioning from military to civilian life, have prior service, are a retired veteran or a member of the National Guard or Reserves, or a spouse of an active military service member, we have challenging and rewarding career opportunities available for you. A committed and diverse workforce is our most important resource. Maximus is an Affirmative Action/Equal Opportunity Employer. Maximus provides equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status or disabled status.
Pay Transparency
Maximus compensation is based on various factors including but not limited to job location, a candidate's education, training, experience, expected quality and quantity of work, required travel (if any), external market and internal value analysis including seniority and merit systems, as well as internal pay alignment. Annual salary is just one component of Maximus's total compensation package. Other rewards may include short- and long-term incentives as well as program-specific awards. Additionally, Maximus provides a variety of benefits to employees, including health insurance coverage, life and disability insurance, a retirement savings plan, paid holidays and paid time off. Compensation ranges may differ based on contract value but will be commensurate with job duties and relevant work experience. An applicant's salary history will not be used in determining compensation. Maximus will comply with regulatory minimum wage rates and exempt salary thresholds in all instances.
Minimum Salary
$
22.00
Maximum Salary
$
25.50
Assistant to General Counsel/Administrative Support Team Leader
Administrative Specialist Job In Rochester, NY
Full-time Description
Must be willing to work in office - This is not a hybrid or remote role
Primary Purpose: In this role, you will (i) provide administrative support to the DiMarco Group General Counsel, and (ii) serve as liaison between General Counsel and DiMarco Group's administrative support staff while coordinating the responsibilities of the administrative support team.
Duties and Responsibilities:
Provide day-to-day administrative support to the Company's General Counsel.
Coordinate the preparation of financing packages and administer loan closing checklist.
Facilitate the preparation and execution of closing documents and closing agenda for real estate closings.
Serve as liaison with Company's roster of outside counsel and other third party legal support professionals.
Maintain filing system and retrieve information from files when needed. Prepare files to be logged into the file inventory system.
Oversee and coordinate responsibilities of a high-performing team of administrative support staff.
Assist with the recruitment, training, and onboarding of new administrative staff and retention of existing staff.
Complete special projects within organization, as assigned by General Counsel or other Executive members.
Perform other duties as assigned.
Education/Experience:
Bachelors or Associates Degree with minimum of five (5) years' administrative support experience in in a legal or business executive level setting.
Managerial/supervisory experience a plus.
Skills / Qualifications:
Must possess strong decision-making and judgment skills.
Extensive experience working in a team-oriented, collaborative environment.
Maintains a high level of confidentiality; ability to respond to sensitive inquiries.
Strong organizational skills and the ability to engage direct and indirect reports and peers.
Demonstrated ability to build and maintain effective relationships with all levels of an organization.
Strong written and verbal communication skills, as well as proficiency with Microsoft Office, spreadsheets, databases and word processing tools.
Must be able to prioritize multiple tasks efficiently.
Must be willing to work in office - This is not a hybrid or remote role.
Physical Requirement:
The working environment for this in-office position (remote/hybrid work arrangement is not permitted) is that of a typical executive office with a noise level that is usually quiet. While performing the duties of this job the employee is required to sit, hear, talk, stand, and walk. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and distance vision.
Salary Description $22 - $30 per hour
Administrative Assistant- Residential Services
Administrative Specialist Job In Rochester, NY
20-24 per hour commensurate based on experience | Rochester, NY, USA | Hourly | Full Time Pr ogram: Residential Services SUMMARY: Assists the Chief Program Officer (CPO) and Senior Leadership staff by providing administrative, clerical, and support services. Assumes responsibility for coordination and completion of various administrative, support functions and special events as assigned. Supervises Residential Services Program Secretaries
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned:
+ Assumes responsibility for the completion of various administrative responsibilities assigned by the Chief Program Officer
+ Assures confidentiality of all communications, oral and written, including, but not limited to, budget information, personnel, policy and consumer related matters.
+ Coordinates and maintains the schedule for the CPO as needed. Maintains calendar of prospective meetings and events and advises CPO.
+ Responsible for writing, coordination and distribution of the Agency's newsletter.
+ Initiates and executes correspondence. Transcribes, edits, copies, and distributes meeting minutes and other files and/or records for the CPO and/or others, as assigned.
+ Plans and/or assists with operations/agency sponsored special events.
+ Assists with general office management by performing duties such as supervision of assigned office personnel, ordering supplies, coordinating purchases and assuring proper maintenance of office equipment.
+ Provides supervisory oversight to assigned Program Secretaries and provides guidance and feedback as needed but no less than annually through completion of the performance appraisal.
+ As needed, must be able to drive and travel local, using personal vehicle to various agency and community locations
+ Provide coverage to the Executive Assistant to the CEO during their absence
+ Performs all other relevant duties as assigned
QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Any combination of education and experience, which demonstrates the abilities and knowledge for successful performance, will be considered.
EDUCATION and/or EXPERIENCE: High school diploma and a minimum of 5 years of increasing clerical/administrative responsibility, two of which must have been in an administrative assistant role. College-level course work may be substituted for up to two years of administrative office experience. Must be proficient in computer programs including but not limited to Word, Excel, PowerPoint, Microsoft Office and Access.
Salary: $20- $24 per hour
Commensurate based on experience.
Location:
Rochester, NY - Chili Complex.
Hours:
40 hours per week.
Schedule:
Monday - Friday, 8:00am - 4:30 pm.
Administrative Assistant/Mission Support Specialist
Administrative Specialist Job In Rochester, NY
Your Impact to the Mission: In this Mission Support opportunity, you will provide administrative support for the Project Manager (s) and executive staff. You will do this by performing administrative tasks including scheduling meetings, preparing executive staff minutes, drafting applicable correspondence and filing. In this Mission Support role you will be responsible for:
Coordinating and assist with staff travel requests.
Posting and distributing client and organizational updates and notifications to all staff.
Daily collection of all paperwork, lost and found, money, used recyclable products and deliver supplies on as needed basis.
Tracking all Government Furnished Equipment (GFE) including Keys, radios, headsets, etc.
Coordinating maintenance repairs of equipment.
Acting as VAP Administrative Coordinator responsible for Property / Lost & Found Database including tracking of lost and found items; responding to return calls / emails about lost and found items in question; coordinating shipment of items back to passengers / headquarters; and completing end of the month donations / destructions.
Acting as Customer Service Liaison for passenger claims including updating pre-claims database, responding to passenger claims, assisting with investigations, and coordinating resolution of claims.
Reconciling expenditures for parking bills and adjust for new hires / terminating employees.
Completing purchasing requests, track orders and resolve any vendor issues, and maintain supplies.
Recording all travel or reimbursement for employee travel expenses accrued due to travel or payment and ensure all forms / receipts are sent to headquarters for payment.
Maintaining master employee information and seniority rosters.
Assisting the Human Capital with the distribution of any employee materials or required forms.
Coordinating communication between management and Corporate Human Capital regarding leave tracking, counseling and other required documentation.
Maintaining the employee SharePoint site including posting and deleting any documents as instructed by management.
Qualifications
Experience Needed to Be Successful:
Human Resource experience.
Ability to provide advanced administrative and business support to the management team.
Proficient with Microsoft Outlook (E-mail Word Excel and PowerPoint) at the intermediate to expert level. Able to generate reports statistics timelines tables and correspondence.
Proficient in the use of Microsoft SharePoint and Office 365
Ability to gather compile review and analyze data.
Ability to effectively communicate verbally and in writing.
Desired Qualifications and Experience:
Ability to use sound judgement in resolving issues knowing when to escalate and making recommendations.
Ability to problem-solve moderately complex issues.
Ability to multitask and possess excellent organizational skills.
Excellent verbal and written communication skills.
Excellent customer service skills.
Basic Qualifiers:
Education Requirement
: High School
Can Additional Years of Experience Substitute for Degree?
Yes
Preferred Minimum Years of Overall Experience:
2
Preferred Minimum Years of Specific Experience in Field:
2
Minimum Clearance to Start:
Public Trust
Work Status Allowable:
US Citizenship
What we offer:
Competitive Compensation
Hourly Wage: $21.50 per hour
Benefits for you and your family
Medical | Dental | Vision
401K
Vacation Leave
Flexible Spending
Life insurance
Employer Paid Long | Short Term Disability
Tuition & Training Reimbursement Program
The Type of Person That Will Excel:
You are curious, inquisitive, and have demonstrated a constant eagerness to learn through actions.
You have high attention to detail.
You demonstrate personal accountability and integrity in all actions.
Travel and Telecommuting:
Travel: Little (less than 10%)
Telecommute Options: None
Additional Information
VMD provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable Federal, state and local laws. VMD maintains a drug-free workplace.
Administrative Specialist
Administrative Specialist Job In Webster, NY
Full-time Description
We're looking for an energetic, hardworking, customer service minded Administrative Specialist that can assist our onsite teams to success.
This full-time position assists in supporting our District and Community Managers in all aspects of property management. Candidates must have proven experience in administrative related roles. Experience with property management is a plus as our Administrative Specialists are responsible for maintaining the rental office including collecting site income, maintaining site bookkeeping and keeping accurate files and records in accordance with company policies and procedures.
Here is a summary of the benefits we offer:
Medical, Dental and Vision benefits
Life Insurance
Short-Term Disability
Long-Term Disability
401k Retirement Plan with Company Match
Paid Time Off
Paid Holidays Annually
Landsman is proud of the fine reputation we have earned as a high-quality professional real estate management organization and would like you to join our team.
Contact us now to learn more about this great opportunity!
Landsman Development Corp. (LDC) was established in 1971 by its founder and initial shareholder, Elliott Landsman. Since its inception, the company has developed and invested in a wide variety of projects including industrial, commercial, office, retail, and multi-family residential, both subsidized and conventional. Most of the properties developed are owned by partnerships in which LDC has retained an interest as managing general partner or managing member.
Mayzon Management Corporation was incorporated in 1972 to manage real estate developed by its parent company, Landsman Development Corp. The company name has evolved over the years, and the name has been changed to Landsman Real Estate Services, Inc. Landsman has grown to manage more than 2,400 rental units and over three million square feet of industrial, commercial and office space and has also become the property management company of choice for several third-party owners.
The corporate headquarters, our home office, is located at 3 Townline Circle, Rochester, New York 14623-2513.
Requirements
Minimum Educational Requirements:
High School Diploma or equivalent.
Minimum 3 years of administrative office experience.
Knowledge of LIHTC a plus
NYS Notary License must be obtained within six months of hire.
Special Skills/ Work Conditions Required:
Knowledge of all phases of leasing and resident retention a plus.
Must have excellent interpersonal, customer service, organizational and time management skills.
Must be able to communicate in English (verbal and written) with co-workers, residents, emergency providers and outside contractors.
Must be computer proficient in Microsoft Office and able to navigate the Internet.
Must be able to manage a flexible schedule including overtime.
Must be able to walk, lift and move light loads (20 lb. max), bend, stoop, and climb stairs on a regular basis.
Salary Description $17.00-$20.00
Executive Office Assistant (Legal Secretary)
Administrative Specialist Job In Rochester, NY
Employment Type: Full-Time, Entry Level Department: Legal As a CGS Legal Secretary you will support a federal agency in performing moderately complex litigation support tasks. You will support a wide range of litigation support tasks like reviewing and analyzing case materials, indexing and acquiring case files from databases, answering phone lines, and numerous other relevant tasks.
CGS brings motivated, highly skilled, and creative people together to solve government's most dynamic problems with cutting edge technology. To carry out our mission, we are seeking candidates that are excited to contribute to government innovation, appreciate collaboration, and can anticipate the needs of others. Here at CGS, we offer an environment in which our employees feel supported, and we encourage professional growth through various learning opportunities.
Skills and attributes for success:
* Performs moderately complex litigation support tasks, including, for example, detailed review and analysis of case materials in a broad range of subject matters, such as
* financial records, health care materials, and other litigation files;
* detailed indexing of case files;
* drafting procedures for accomplishing litigation support assignments;
* document acquisition related tasks;
* and conducting database searches.
* Proofreads and edits deliverable products.
* Answers phones for Senior Executive Officers
* Arrange travel using a proprietary database for Senior Trial Attorneys;
* writes memos, letters,
* creates PowerPoint Presentations,
* generates complex spreadsheets,
* downloads PDFs and saves to the network,
* creates a folder on the network and unzips files.
Qualifications:
* At least two years of word processing experience, including one year of litigation support experience.
* Must be able to type at a minimum rate of 65 wpm with an accuracy rate of 95%.
* High school diploma or GED required.
* Excellent oral and written communication skills required.
* The ability to produce highest quality work under extreme pressure very important.
* Must be a US Citizen.
* Must be able to obtain a Public Trust Clearance.
Ideally, you will also have:
* Legal Secretary Certificate
* Undergraduate Degree
Our Commitment:
Contact Government Services (CGS) strives to simplify and enhance government bureaucracy through the optimization of human, technical, and financial resources. We combine cutting-edge technology with world-class personnel to deliver customized solutions that fit our client's specific needs. We are committed to solving the most challenging and dynamic problems.
For the past seven years, we've been growing our government-contracting portfolio, and along the way, we've created valuable partnerships by demonstrating a commitment to honesty, professionalism, and quality work.
Here at CGS we value honesty through hard work and self-awareness, professionalism in all we do, and to deliver the best quality to our consumers mending those relations for years to come.
We care about our employees. Therefore, we offer a comprehensive benefits package.
* Health, Dental, and Vision
* Life Insurance
* 401k
* Flexible Spending Account (Health, Dependent Care, and Commuter)
* Paid Time Off and Observance of State/Federal Holidays
Contact Government Services, LLC is an Equal Opportunity Employer. Applicants will be considered without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
Join our team and become part of government innovation!
Explore additional job opportunities with CGS on our Job Board:
*************************************
For more information about CGS please visit: ************************** or contact:
Email: *******************
$27,887.25 - $35,855.04 a year
Outpatient Administrative Specialist-Verona Cancer Center
Administrative Specialist Job In Potter, NY
The Outpatient Administrative Specialist will manage incoming new patient referrals and assist with standardized patient check-in and check-out procedures such as entering and verifying demographic, insurance and financial information and generating routine forms and other documentation. Also responsible for completion of FMLA and Disability forms as needed. Responsible for the processing of incoming/outgoing patient appointment referrals for all providers. In addition, will schedule complex multiple provider appointments. Will provide administrative support to ambulatory patient care functions. Will collect patient co-pays, manage denial process and assist with other Front Desk tasks. Works with/advises patients on insurance carrier requirements including services not covered and obtains documentation. Responsible for understanding the need for ABN's and Waiver of Liability. The Outpatient Administrative Specialist will answer calls, and obtain insurance authorizations as needed. Will prioritize incoming mail, faxes and correspondence. Accepts assignments to other areas as needed.
Minimum Qualifications:
Associate's Degree and two (2) years of relevant patient financial/insurance services experience in a healthcare related setting or equivalent combination of education and experience required. Working knowledge of medical terminology, familiarity with medical coding, and excellent written/oral communication skills required. Ability to multi-task all support roles in a high volume setting. Excellent phone customer service and strong computer skills, and keyboarding are necessary.
Preferred Qualifications:
Working knowledge of computer systems such as Epic, Word, Outlook, etc. and understanding of insurances and referrals preferred.
Work Days:
Monday-Friday
Message to Applicants:
Recruitment Office: Human Resources
Executive Order:
Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at ************** or via email at ****************.
Administrative Support Specialist
Administrative Specialist Job In Rochester, NY
Insero Talent Solutions has partnered with a long-standing, family-owned and operated company in Rochester to recruit an Accounting Specialist.
Our client has a rich history of being in business for over 80 years and is known for their commitment to excellence, teamwork, and company values. Committed to excellence, teamwork, and family-oriented values.
Position Summary:
We're seeking a proactive and adaptable Accounting Specialist to provide comprehensive support across various operational functions. This dynamic role includes managing accounts payable, cash handling, order processing, and customer service.
Key Responsibilities:
Handle accounts payable, including inventory receipt, vendor invoice entry, and weekly check runs.
Process product returns and issue customer credits promptly.
Set up new items and do monthly inventory spot checks.
Accurately manage driver paperwork and cash/check transactions.
Maintain office supplies and ensure adequate inventory levels.
Manage company uniform distribution and oversee inventory control.
Receive training across all office functions to act as a backup for various roles within the organization.
Perform other duties as assigned.
What You Bring:
Qualifications:
Associate's degree in Accounting or business is preferred along with a minimum of two plus years' office manager/accounting specialist experience (AP, AR, inventory) is required. Bank reconciliations exp is a plus. Experience working in a small business setting and in a transportation/delivery/shipping type industry would be a plus.
Strong organizational skills with meticulous attention to detail.
A willingness to learn and adapt to new responsibilities and systems.
Excellent communication skills for effective customer service and team collaboration.
Familiarity with order management and inventory systems (preferred but not required).
Experience in administrative support or customer service is a plus.
Proficiency in Microsoft Office programs such as Word, Excel, and Outlook.
Senior Office Assistant
Administrative Specialist Job In Rochester, NY
Polarson Inc, is looking for a Senior Office Assistant to join our downtown Albany, NY office. In this position, you'll play a critical role in keeping our office a positive, welcoming and productive environment. You'll also get the chance to interact with all levels of staff and various customers and clients. The ideal Office Assistant is responsible for keeping the office supplied and organized. This involves lots of small duties, like typing and taking notes during meetings, but their overall responsibilities are essential.
ADMINISTRATIVE ASSISTANT
Administrative Specialist Job In Rochester, NY
reports to our Rochester, NY law office Underberg & Kessler LLP has an opening for an Administrative Assistant in its Rochester, NY office. Candidates applying should be able to support multiple practice areas with a focus in litigation. Qualified candidates must possess exceptional attention to detail and accuracy, be able to work in a fast-paced environment and provide excellent client service. This high-energy, detail-oriented professional will have sharp organizational skills and be responsible for performing tasks to efficiently assist attorneys and team members. Responsibilities include, but are not limited to, assisting with final preparation of litigation documents (e.g., briefs, motion papers, etc.) for filing in court, assisting with document productions in response to subpoenas and discovery.
We look to hire bright individuals who are self-starters as well as team players with a strong work ethic, excellent written and verbal communication skills, sound judgment, and who take ownership of their projects. We offer a collaborative and collegial environment and a comprehensive suite of benefits. The annual salary range for this position is $40,000-$53,000 and will be determined based on prior relevant experience.
The Firm is an Equal Opportunity Employer. For consideration, please submit your cover letter and resume, to Kim Coumou, Director of Finance at ****************************. If you are unable to submit your application due to a disability, please contact Kim at **************************** to ask for an accommodation or an alternative application process.
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Administrative Assistant, Division of Student Affairs
Administrative Specialist Job In Rochester, NY
St. John Fisher University is an independent, liberal arts institution that provides a transformative education to approximately 3,800 undergraduate, master's, and doctoral students each year. Across its five Schools, Fisher offers nearly 40 majors in the humanities, social sciences, natural sciences, business, education, and nursing; 11 pre-professional programs; and master's and doctoral programs in business, nursing, education, pharmacy, and public health. The University's residential campus boasts a robust living and learning community and a successful intercollegiate athletics program. Fisher is a community where all are welcome, regardless of religious or cultural background.
The University continues to honor its founders, the Congregation of St. Basil, by embracing their motto, "Teach Me Goodness, Discipline, and Knowledge." We are located in Pittsford, N.Y., seven miles outside of the city of Rochester. The campus is situated on 164 park-like acres-a beautiful setting for a warm, friendly campus community.
Job Responsibilities
The Division of Student Affairs at St. John Fisher University is seeking applicants for an administrative assistant to join our team. Our work complements and supports student learning. The Administrative Assistant ensures the daily administrative operations of the office are accomplished professionally and efficiently.
Provide administrative and project support for the Vice President of Student Affairs and Dean of Students, Assistant Dean of Students, Director of Student Conduct, and Office of Campus Ministry.
* Manage calendars using Microsoft Outlook; schedule appointments and meetings
* Coordinate logistics to support appointments and meetings (such as catering, information needed prior, etc.)
* Answer phone calls and respond to emails
* Triage student concerns to appropriate offices
* Maintain inventory of office supplies, materials, etc.
* Manage room reservations for the Division
* Promotional and graphic design for Campus Ministry including promotional flyers, posters, social media and weekly community bulletin
* Basic book keeping and reconciliation of funds
* Administrative support for chapel events
* Maintaining chapel calendar
* Prepare student conduct reference forms for programs such as study abroad, transferring students, graduate schools, background checks and similar inquiries for signatures as needed
* Assume other responsibilities as assigned
Education / Experience
Required:
* Associate's Degree or equivalent work experience.
* Desire to work in a student-centered environment.
* Excellent writing and interpersonal skills.
* Ability to Operate: phone, fax, printer, scanner, copier, etc.
* Computer Skills: Scheduling Software (Outlook), Word Processing, Excel.
Preferred:
* Experience working in a higher education environment.
* Computer Skills: Canva, Mailchimp, Powerpoint
Competencies / Skills
* High degree of organization
* Ability to manage multiple priorities
* Offer assistance and information to students and their families with kindness, thoughtfulness, and discretion.
* Strong time management skills
* Attention to detail
* Collaboration
* Solutions-oriented approach to planning to meet department objectives
Supervision of Employees
none
Work Environment
Busy office with many interruptions. Must be available to work a limited number of extended hours, some weekends and for special events. This is a front office position and an organized, clean workspace is a must.
Equipment to be Used
MS Office Suite (Excel, Word, Outlook, PowerPoint), Canva, Google Apps, Banner (data warehouse for all functional areas across campus), student conduct management system, R-25 (campus reservation software), fax, scanner, printer, copier, multi-line telephone
Job Type Full-time Work Hours
35 hours/week, 12 moths/year
Special Conditions for Eligibility Minimum Number of References Requested 3 EEO Statement
It is the policy of St. John Fisher University to provide Equal Employment Opportunity to all employees and applicants for employment in accordance with the applicable federal, state, and local laws governing non-discrimination in employment in each locality in which the University has employees.
The University does not discriminate against applicants or employees in hiring, promotion, termination or the terms and conditions of employment on the basis of race, color, religion, gender, sex, perceived sex, gender identity, gender expression, the status of being transgender, sexual orientation, national origin, citizenship, age, disability, marital status, military status, veteran status, predisposing genetic, characteristics or genetic information, arrest or conviction record, status as a victim of domestic violence, or any other characteristic protected by law.
The Title IX Coordinator is the designated University official with primary responsibility for coordinating compliance with Title IX and related federal and state laws. The Title IX Coordinator, Meg Flaherty, Ph.D., can be reached by phone **************, email (****************), in-person in Campus Center 209, or outside of business hours by contacting the Office of Safety and Security **************.
Work Location 3690 East Ave., Rochester, NY 14618 FLSA Non-Exempt Salary / Hourly Range $17.20 - $20.30 per hour Notes
The salary range for this role is set based on a variety of factors, including but not limited to internal equity, qualifications, experience, and education. The above hiring range is one component of the University's competitive Total Rewards package which can be viewed here
Posting Detail Information
Posting Number S00656P Desired Start Date Open Date Open Until Filled Yes Special Instructions to Applicant
Administrative Assistant II
Administrative Specialist Job In Rochester, NY
The Administrative Assistant II is responsible for efficiently completing various administrative tasks and providing essential operational support. This role involves implementing administrative systems, procedures, and policies, and skillfully resolving challenges while exercising independent judgment.
Essential Job Functions
Provide administrative, clerical, operational, and systems support to assigned program or department area.
Coordinate and prepare correspondence, reports, manuals, presentations, and data for the department to ensure deadlines are met.
Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
Create, maintain, and enter information into databases.
Maintain general knowledge about the services and activities of the program or department and use knowledge of overall functions across Hillside.
Maintain scheduling and event calendars of leader as requested.
Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.
Complete forms in accordance with company procedures.
Open, read, route, and distribute incoming mail or other materials and answer routine letters.
Coordinate communication and interaction with multiple Hillside departments, including Purchasing, Marketing, Facilities, Technology, HR, Payroll, and Finance, following provided directives.
Respond promptly to inquiries, assess the need for issue escalation, and determine the appropriate method for issue resolution in accordance with agency protocols.
Maintain updated standard operating procedures, including but not limited to ordering supplies and maintaining files and materials.
Assist with handling cash and/or other financial responsibilities in support of program budgets or financial management, as needed.
Manage access to and knowledge derived from confidential information and records to assure that such information/records remain confidential.
While this job description covers many aspects of the role, employees may be required to perform other duties as assigned.
Education & Experience
High school diploma or GED required.
Minimum 3 years of experience in office management or administration required.
Special Requirements
Unrestricted, valid NYS driver's license for minimum of 1 year with a clean driving record and minimum insurance coverage that meets agency standards.
Knowledge, Skills & Abilities
In addition to demonstrating the
Hillside Professional Competencies
of Communicates Effectively, Personal Excellence, Cultural Competence, Builds and Leverages Relationships, and Optimizes Decision Making, the following occupational competencies must be demonstrated:
Ability to manage multiple tasks, prioritize responsibilities, and maintain a well-organized workspace to ensure efficiency and productivity.
Strong verbal and written communication skills, including the ability to compose professional emails, memos, and reports.
Skill in managing time effectively, including scheduling appointments, coordinating meetings, and prioritizing tasks to meet deadlines and ensure smooth workflow.
Ability to maintain a high level of accuracy and attention to detail in completing administrative tasks such as data entry, filing, and record-keeping to ensure accuracy and minimize errors.
Proficient in using office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and scheduling virtual meetings.
Physical Demands & Work Environment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Must be able to work a variable scheduling including evenings and weekends
The following physical demands are required:
Occasional sitting (up to 4 hours)
Occasional standing (up to 1 hour)
Occasional walking (up to 2.5 hours)
Occasional driving (up to 8 hours)
Continuous balancing (up to 8 hours)
Occasional balancing, bending, stooping, climbing, kneeling, pushing, pulling, reaching forward or down, reaching overhead, running, and twisting (up to 2.5 hours)
Weekly lifting up to 50 lbs. (community-based staff may be required to lift an empty wheelchair weighing up to 50 lbs.), 10-15 lbs. on a daily basis
Weekly carrying up to 55 lbs. approximately 10-100 ft., 10-15 lbs. on a daily basis
Manual dexterity is required, including the frequent ability to grasp in both hands and continuous use of fine manipulation skills in both hands (approximately 1-2.5 hrs.)
Occasional exposure to dust, fumes, gases or chemicals is apparent.
Protective clothing or equipment as required: Close toed shoes; Protective Shields, Universal Precaution PPE, Gloves for toileting and food preparation
Ability to change positions as needed
$18.01 Minimum pay rate, $26.50 Maximum pay rate, based on experience.
Finance Administrative Support Assistant
Administrative Specialist Job In Rochester, NY
With EFPR's 2080 Annual Hours Policy for Accounting professionals, EFPR continues to be leader in the Public Accounting Industry. EFPR remains a destination employer. We are currently looking for a Finance Administrative Support Assistant to support the Finance Department and take care of other general administration needs for the office. If you want to join a team that offers excellent opportunities for career development and advancement, please visit our website, here (************************************ E6CDkxY0H5DJ1zCW9xHl).
Job duties include but are not limited to the following:
Time & 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
Maintain & Oversee Quickbooks files
General Ledger
Record memorialized transactions
Perform reconciliations on monthly basis
Prepare & record invoices & payments
Accounts Receivable
Receive deposit information recorded in VPM and other money deposited
Review bank accounts online daily for unrecorded transactions in and outbound
Receive and record deposit from other offices not recorded in VPM
Record cash receipts on daily basis and file
Record accrual sales journal entries
Reconcile to VPM
Expense Reports
Enter, record and reconicle for Partners
Enter, record and reconicle for Staff
Payroll
Maintain payroll spreadsheet
Process Payroll for all 4 Groups
Accounts Payable
Review & approve office supply orders for all offices
Enter payables in Quickbooks preparing appropriate schedules as required
Receives all calls for accounts payables
Receives & secures appropriate approvals for requests for individual checklist for review
W-9 Forms to clients from vendors
Assist in review of vendors and expenses for cost savings
Receive statements - online or paper and distribute
Print checks
Miscellaneous
E-file Staff and Firm Tax Returns
Provide data for Quarterly Reporting
Prepare Invoices, Post Invoices, Credit Invoices, Delete Invoices and Email Invoices when applicable
Assist with Time and Billing Changes
Notary
Answer phones
Assist with client mailings and other admin duties when asked
Requirements
Education Requirements:
HS Diploma preferred, but not required.
Notary Public (preferred)
Experience:
3+ years of full charge bookkeeping experience in a financial environment.
Skills:
Highly Confidential
Self-starter & independent worker
Positive Attitude
Good communication skills
Written & oral communication skills to communicate effectively with clients & vendors
Written & oral communication skills to communicate effectively with partners, managers, and staff
Written and oral communication skills to train others
Knowledge of Practice Management Workstation in CCH a plus
Intermediate knowledge of Excel
Basic knowledge of Word
Basic to advanced financial bookkeeping skills
Advanced knowledge of QuickBooks
Salary Description $25.00 - $35.00
Front Desk Administrative Assistant- 25 Hours Private Medical Practice
Administrative Specialist Job In Pittsford, NY
Are you passionate about enhancing patient experiences and eager to contribute to a company dedicated to transforming healthcare? TES Staffing is seeking a Front Desk Administrative Assistant on behalf of our client to play a pivotal role in their mission to provide exceptional care to patients living with life-altering chronic health conditions.
Why Join Us?
Our client is committed to delivering personalized and compassionate healthcare services. As a growing startup, they value innovative ideas and seek team members who are enthusiastic about contributing to their mission of improving patient outcomes and experiences. This role offers a unique opportunity to be part of a supportive and collaborative environment where your contributions directly impact the well-being of our patients.
Location
Pittsford, NY
What You'll Do:
As a Front Desk Administrative Assistant, you will be the first point of contact for our patients and visitors. Your responsibilities will include:
Greeting and Checking In: Creating a welcoming and friendly environment for all patients and visitors.
Answering Phones: Managing incoming calls with professionalism, addressing inquiries, and scheduling appointments efficiently.
Payment Collection: Accurately collecting co-pays and coinsurance payments, ensuring a smooth and transparent process for patients.
Administrative Tasks: Supporting the team with scanning, filing, and maintaining organized records, with a primary focus on phone and front desk activities.
Your Schedule (Approximately 25 hours weekly)
Monday: 11:00 AM - 5:00 PM
Tuesday: 10:30 AM - 7:00 PM
Wednesday (Off)
Thursday: 10:30 AM - 6:00 PM
Friday: 9:00 AM - 2:00 PM
What We're Looking For:
A natural communicator with strong customer service skills.
Comfortable managing multiple tasks and working in a fast-paced environment.
Proficiency in Microsoft Office products and a willingness to learn new systems, including EMR (Electronic Medical Records).
Previous medical office experience is not required, but a positive attitude and eagerness to learn are essential
Compensation and Benefits:
Starting Pay: $19.50/hour (commensurate with experience).
Opportunity to grow with a company that values and supports your development.
Be part of a team passionate about making a difference in the healthcare field.
If this sounds like the perfect role for you, we can't wait to meet you!
Administrative Assistant
Administrative Specialist Job In Mendon, NY
Mendon Truck Leasing and Rental, a branch of PETIT FORESTIER GROUP, a full-service leasing and rental company and a leader in the refrigerated fleet market, is searching for a full-time Administrative Assistant to provide support for the office by performing various office administrative duties.
This position is on-site at our Hunts Point, Bronx location.
Responsibilities:
• Answer phones, send and receive emails, filing, and assist with scheduling appointments.
• Assist with various office duties including handling inbound service requests and ensuring
proper information is recorded and assigned.
• Assist Service team with truck leasing and rental duties.
• Maintain and update internal rental system (IGLOO) to show accurate information.
The successful candidate will have:
• Minimum of 1-year of Admin experience.
• Strong communication, organizational, and customer service skills.
• Computer proficiency including MS Office.
• High school diploma or GED.
Additional Information:
Work Location: 840 Garrison Avenue, Bronx, NY 10474
Job Type: Full-time
Schedule: Monday to Friday
Pay Type: $19-21/hour (equivalent to $39,520 to $43,680/year)
Benefits:
• 401(k)
• Dental Insurance
• Vision Insurance
• Health Insurance
• Life Insurance
• Sick Time Off
• Vacations
• Holidays