Overview
Administrative Assistant 1/Administrative Assistant Trainee- Public Health & Health Education Jobs in Brockport, NY at SUNY Brockport
Job Overview
We are seeking a highly organized and detail-oriented Administrative Assistant to join our team. The ideal candidate will play a crucial role in supporting daily operations and ensuring efficient office management. This position requires excellent communication skills, proficiency in Microsoft Office, and a strong ability to manage time effectively. The Administrative Assistant will be responsible for a variety of tasks that contribute to the smooth functioning of the office environment.
Essential Functions:
Front Desk Management
Greet and assist clients, vendors, and visitors in a professional manner
Answer and direct phone calls, take messages, and provide basic information
Maintain a clean and organized reception area
Client Communication & Support
Respond to client inquiries via phone, email, and in-person interactions
Schedule and confirm client appointments, meetings, and conference calls
Assist in onboarding new clients, including collecting necessary documents
Maintain confidentiality of client information
Office Administration & Organization
Manage and organize office files, both physical and digital
Maintain office supplies inventory and reorder as needed
Distribute incoming and outgoing mail, including scanning and filing documents
Coordinate office maintenance and liaise with vendors
Accounting Support & Document Management
Assist with data entry of financial records, invoices, and receipts
Prepare and distribute client billing statements and process payments
Organize and maintain tax documents, payroll records, and financial reports
Assist accountants with document preparation for audits and tax filings
Calendar & Scheduling Management
Manage office calendar and schedule appointments for accountants
Arrange meetings, conference room bookings, and travel accommodations
Send reminders and follow-ups for important deadlines and meetings
Technology & Software Use
Utilize accounting software (e.g., QuickBooks, UltraTax CS) for data entry and reports
Use office software (e.g., Microsoft Office, Citrix ShareFile) for document management
Maintain firm databases, ensuring data accuracy and security
Compliance & Confidentiality
Ensure compliance with firm policies and industry regulations
Handle sensitive financial and client information with discretion
Assist in maintaining compliance with deadlines for tax filings and legal documents
Team Support & Coordination
Support accountants and management with administrative tasks
Assist with document preparation for meetings and client presentations
Help with internal communication and coordination between departments
This Work is Right for You if You Have:
Education
High School Diploma (or equivalent)
· Experience
At least 2 years of administrative/clerical experience in a fast-paced environment
Previous customer service experience in a fast-paced environment
Previous experience in a firm specializing in accounting, legal, and/or financial services (preferred)
Skills
Intermediate to advanced proficiency in Microsoft Office (Word, Excel, Outlook)
Intermediate to advanced proficiency in general computer skills
Ability to quickly learn and navigate software and computer programs
Knowledge in the operation of office equipment (printers/scanners, computers, telephones, etc)
Strong written and verbal communication skills
Ability to prioritize tasks, manage schedules, and meet deadlines efficiently.
Ability to handle multiple responsibilities while maintaining efficiency and accuracy.
Ability to learn quickly, adapt to changes, and take the initiative to improve workflows.
Maintaining a positive attitude and strong work ethic in a fast-paced environment.
Ability to work under-pressure to meet deadlines
Ability to maintain confidential and legally privileged information
All candidates selected for this position will be required to undergo a comprehensive background check as part of the hiring process. Employment is contingent upon the successful completion of this background screening, which may include verification of employment history, education, criminal records, and other relevant checks as permitted by law.
Job Type: Full-time
Pay: $19.00 – $23.00 per hour
Expected hours: 40 per week
Benefits:
401(k)
Flexible schedule
Health insurance
Paid time off
Vision insurance
Schedule:
Monday to Friday
Experience:
Administrative: 2 years (Required)
Ability to Commute:
Stevensville, MD 21666 (Required)
Work Location: In person
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Title: Administrative Assistant 1/Administrative Assistant Trainee- Public Health & Health Education
Company: SUNY Brockport
Location: Brockport, NY
