Administrative Assistant

Aston Carter; Town of Florida (NY); On-site; USD 25,000 - 36,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k) Retirement Plan

Life Insurance

Paid time off

Job summary

Aston Carter is seeking an Administrative Assistant to provide dedicated support for vendor invoice processing and a range of general office tasks. The role focuses on accurate receipt, review, and submission of invoices and smooth day-to-day operations.

Responsibilities include handling invoices, data entry, filing, answering phones, and using Microsoft Office/Excel for data management. This onsite Hollywood, FL position offers a 6- to 11-month contract with standard daytime hours.

Qualifications

• Minimum of 2 years of experience performing general office data entry.
• High School Diploma required.
• Proficiency in Microsoft Office, including strong working knowledge of Excel.
• Accurate typing skills with the ability to type at least 45 words per minute.
• Experience with administrative support tasks such as filing, answering phones, faxing.
• Ability to process invoices with a high level of accuracy.

Responsibilities

• Receive vendor invoices via email and review them promptly upon arrival.
• Compare each invoice to its corresponding paper copy to verify accuracy and ensure all details match.
• Submit verified invoices through the appropriate process so they can be routed for payment approval.
• Perform general administrative duties including filing, light data entry, answering phones, and faxing.
• Maintain organized records and documentation related to invoices and other office activities.
• Use Microsoft Office applications, including Excel, to enter, track, and update invoice and office data.
• Communicate clearly and professionally with internal staff and vendors as needed to resolve invoice or data discrepancies.
• Support other general office tasks as assigned to contribute to efficient office operations.

Skills

Data entry

MS Excel

Typing 45 wpm

Administrative support

Phone/fax handling

Education

High School Diploma

Tools

Microsoft Office

Excel

Job description

Aston Carter is hiring an Administrative Assistant!

The Administrative Assistant will provide dedicated support to invoice processing for stand‑alone ship centers while performing a variety of general office and administrative tasks. This role focuses on accurately receiving, reviewing, and submitting vendor invoices, as well as handling routine clerical duties to ensure smooth day‑to‑day operations.

Responsibilities

• Receive vendor invoices via email and review them promptly upon arrival.
• Compare each invoice to its corresponding paper copy to verify accuracy and ensure all details match.
• Submit verified invoices through the appropriate process so they can be routed for payment approval.
• Perform general administrative duties including filing, light data entry, answering phones, and faxing.
• Maintain organized records and documentation related to invoices and other office activities.
• Use Microsoft Office applications, including Excel, to enter, track, and update invoice and office data.
• Communicate clearly and professionally with internal staff and vendors as needed to resolve invoice or data discrepancies.
• Support other general office tasks as assigned to contribute to efficient office operations.

Essential Skills

• Minimum of 2 years of experience performing general office data entry.
• High School Diploma required.
• Proficiency in Microsoft Office, including strong working knowledge of Excel.
• Accurate typing skills with the ability to type at least 45 words per minute.
• Experience with administrative support tasks such as filing, answering phones, faxing, and general office duties.
• Ability to process invoices with a high level of accuracy and attention to detail.
• Strong data entry skills and comfort working with electronic and paper-based records.
• Good communication skills for interacting with vendors and internal team members.

Additional Skills & Qualifications

• Background in invoice processing within an office or administrative environment.
• Experience working as an Administrative Assistant or in a similar administrative support role.
• Ability to manage multiple tasks and prioritize work in a fast‑paced office setting.
• Strong organizational skills and attention to detail when handling paperwork and digital files.

Work Environment

This position is based in a traditional office setting, with work performed primarily at a desk throughout the day. The role is offered as a 6- to 11-month contract. The standard schedule is Monday through Friday, generally from 6:00 AM to 3:00 PM, with some flexibility available regarding start time. The environment involves regular use of office equipment such as computers, phones, fax machines, and filing systems, and relies heavily on Microsoft Office and Excel for daily tasks.

Job Type & Location

This is a Contract position based out of Hollywood, FL.

Pay And Benefits

The pay range for this position is $22.00 - $22.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job‑related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre‑tax and Roth post‑tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long‑term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave) Workplace Type This is a fully onsite position in Hollywood,FL. Application Deadline This position is anticipated to close on Oct 2, 2026.

About Aston Carter

Aston Carter provides world‑class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry‑leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [e-mail] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.