Administrative Assistant

Integrated Protection Services; City of Rochester (NY); On-site; USD 30,307 - 35,817; Full time

Benefits offered by this job

Health, dental, vision insurance

401(k) with company match

Paid time off

Job summary

Davis-Ulmer Family of Companies in Rochester, NY is seeking an Administrative Assistant to support billing, payroll processing, and general office tasks. The role requires strong organization, attention to detail, and the ability to manage multiple priorities while delivering excellent customer service.

Key duties include generating invoices, processing payroll, maintaining records, and responding to inquiries.

Qualifications

• High school diploma or equivalent required.
• Associate degree or relevant coursework preferred.
• Prior experience in administrative, billing, or payroll support roles preferred.
• Strong organizational skills and attention to detail.
• Proficiency with Microsoft Office (Word, Excel, Outlook) and comfort learning new software systems.
• Excellent written and verbal communication skills.

Responsibilities

• Provide billing support, including generating, reviewing, and processing customer invoices for accuracy and timeliness.
• Process payroll, ensuring accurate time entry, records, and adherence to deadlines.
• Perform general office and administrative support to keep daily operations running smoothly.
• Maintain organized records, files, and documentation in both physical and electronic systems.
• Respond to internal and external inquiries in a professional and timely manner.
• Assist with data entry, reporting, and reconciliation as needed.
• Support cross-functional teams and coordinate with other departments to resolve issues.
• Perform other administrative duties as assigned.

Skills

MS Office

Organizational skills

Communication

Billing support

Payroll support

Education

High school diploma

Associate degree preferred

Tools

Microsoft Office

Payroll software

Accounting software

Job description

Davis-Ulmer (DU) Family of Companies is a network of fire protection, life safety, and security service companies, protecting people and property across 30+ locations and 11 states. Founded in 1946 in Buffalo, NY by Herman Ulmer and Joseph Davis,DU has grown from a local fire protection company into a full-service life safety provider delivering fire sprinkler, fire alarm and detection, suppression, and security solutions. As the foundational division of the DU Family of Companies, powered by APi Group, we combine the strength of a leading life safety network with the responsiveness and relationships of a local partner. Living our motto, "we protect what you value most," Davis-Ulmer offers a challenging and rewarding work environment for those passionate about keeping communities safe.

Due to continued growth, we are looking to add a Administrative Assistant to our Rochester, NY team. In this role, you will provide essential billing support, payroll processing, and general office support that keeps our operations running smoothly and our customers well served. Success in this role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities while delivering excellent internal and external customer service.

Key Responsibilities

• Provide billing support, including generating, reviewing, and processing customer invoices for accuracy and timeliness.
• Process payroll, ensuring accurate time entry, records, and adherence to deadlines.
• Perform general office and administrative support to keep daily operations running smoothly.
• Maintain organized records, files, and documentation in both physical and electronic systems.
• Respond to internal and external inquiries in a professional and timely manner.
• Assist with data entry, reporting, and reconciliation as needed.
• Support cross-functional teams and coordinate with other departments to resolve issues.
• Perform other administrative duties as assigned.

Qualifications

• High school diploma or equivalent required; associate\'s degree or relevant coursework preferred.
• Prior experience in administrative, billing, or payroll support roles preferred.
• Strong organizational skills and attention to detail.
• Proficiency with Microsoft Office (Word, Excel, Outlook) and comfort learning new software systems.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• A collaborative, customer-service-oriented mindset.

Physical Demands & Work Environment

• Primarily an office environment.
• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.
• Regular use of standard office equipment.

The wage for this role is $22.00 to $26.00 per hour, based on experience and qualifications.

As part of the DU Family of Companies, we believe that empowering and investing in our employees as leaders builds stronger teams and a stronger company.

Why Choose DU Family of Companies?

• Competitive Compensation: We offer a competitive wage that reflects your skills, experience, and the value you bring to our team.
• Comprehensive Benefits Package: Enjoy a robust benefits package that includes health, dental, and vision insurance, a 401(k) with company match, paid time off, and more.
• Strength of the Family: As part of the DU Family of Companies, you\'ll be backed by a network of fire protection, life safety, and security companies across the country.
• Backed by APi Group: As a member of APi Group, a global, market-leading business services provider, we offer the stability and resources of a large organization with the close-knit culture of a local partner.
• Long-Term Career Relationships: With over 20+ years of average tenure among many of our employees, we are committed to building long-term career relationships and helping you grow.
• Values Match: We are looking for people who share our values of safety, integrity, and a commitment to protecting what our customers value most.

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by law.

DAVIS-ULMER'S ENDURING PURPOSE: "To protect what people value most."

All candidates who receive a conditional offer of employment will be required to successfully complete a drug screening prior to their start date.

Equal Opportunity Employer, including disabled and veterans.