Administrative Assistant

ROYS; Town of Florida (NY); On-site; USD 42,000 - 56,000; Full time

Job summary

ROYS in the United States (New York area) seeks a reliable Administrative Assistant to handle financial, administrative, and operational responsibilities in a fast-paced, in-person setting.

The role covers billing, mail handling, payments, payroll, expense tracking, notarization, tax payments, filing, applicant management, travel planning, calendars, and file confidentiality. Strong organization and communication are essential, with experience in QuickBooks a plus.

Qualifications

• Previous administrative, office management, bookkeeping, or related experience preferred.
• Excellent organizational and time-management skills.
• Strong attention to detail and accuracy.
• Ability to manage confidential financial and employee information.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office, Google Workspace, and general office software.
• Ability to work independently and manage multiple responsibilities.
• Payroll, bookkeeping, or QuickBooks experience is a plus.
• Florida Notary Public certification is preferred or willingness to become a notary.

Responsibilities

• Prepare, organize, and file billing invoices and payment records.
• Check, sort, and organize incoming mail.
• Update and maintain credit card balances.
• Process credit card, property tax, utility, vehicle insurance, and vehicle registration payments.
• Process payroll accurately and on time.
• Track and reconcile company expenses.
• Maintain wire transfer tracking records.
• Prepare and notarize documents as needed.
• Prepare and process monthly sales tax payments.
• Maintain organized and confidential employee files.
• Post job listings, review applications, and manage applicants.
• Track employee PTO, sick time, and attendance.
• Book business and personal travel and prepare detailed itineraries.
• Schedule appointments and maintain company calendars.
• Conduct monthly filing audits to ensure records are complete and organized.
• Edit and update agreements and administrative documents.
• Assist with additional administrative and operational tasks as needed.

Skills

Office Admin

Communication

Attention to detail

Microsoft Office

Google Workspace

Notary eligibility

Payroll experience

Multi-tasking

Tools

QuickBooks

Job description

Job Description

Administrative Assistant

We are seeking a reliable, highly organized, and detail-oriented Administrative Assistant to join our team. The ideal candidate will be comfortable handling financial, administrative, and operational responsibilities while managing multiple priorities in a fast-paced work environment.

Key Responsibilities

• Prepare, organize, and file billing invoices and payment records
• Check, sort, and organize incoming mail
• Update and maintain credit card balances
• Process credit card, property tax, utility, vehicle insurance, and vehicle registration payments
• Process payroll accurately and on time
• Track and reconcile company expenses
• Maintain wire transfer tracking records
• Prepare and notarize documents as needed
• Prepare and process monthly sales tax payments
• Maintain organized and confidential employee files
• Post job listings, review applications, and manage applicants
• Track employee PTO, sick time, and attendance
• Book business and personal travel and prepare detailed itineraries
• Schedule appointments and maintain company calendars
• Conduct monthly filing audits to ensure records are complete and organized
• Edit and update agreements and administrative documents
• Assist with additional administrative and operational tasks as needed

Qualifications

• Previous administrative, office management, bookkeeping, or related experience preferred
• Excellent organizational and time-management skills
• Strong attention to detail and accuracy
• Ability to manage confidential financial and employee information
• Strong written and verbal communication skills
• Proficiency in Microsoft Office, Google Workspace, and general office software
• Ability to work independently and manage multiple responsibilities
• Payroll, bookkeeping, or QuickBooks experience is a plus
• Florida Notary Public certification is preferred or willingness to become a notary

Position Type: Full-Time
Work Setting: In-Person

We are looking for someone dependable, professional, proactive, and willing to take ownership of their responsibilities.