Administrative Assistant

US Water Services Corporation; Town of Florida (NY); On-site; USD 25,000 - 30,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Life Insurance

Disability Insurance

PTO

Holiday Pay

401k with Match

Job summary

US Water Services Corporation is seeking an Administrative Assistant focused on billing to support invoice preparation, tracking, and reconciliation in a fast-paced utility environment. This role requires meticulous recordkeeping, effective communication with internal teams and clients, and a proactive approach to resolving discrepancies.

The ideal candidate has two years of administrative experience with billing, proficiency in Microsoft Office, and strong data entry skills.

Qualifications

• High school diploma or equivalent; associate degree in Business Administration, Accounting, or related field preferred
• Minimum of two (2) years of administrative experience with direct billing or invoicing responsibilities
• Hands-on experience with billing, invoicing, and accounts receivable required
• Experience supporting accounts payable processes preferred
• Strong understanding of invoice lifecycle, documentation requirements, and discrepancy resolution
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), with strong Excel skills preferred
• Strong data entry skills with a high level of accuracy
• Excellent written and verbal communication skills
• Strong organizational, time management, and multitasking abilities
• Ability to work independently while collaborating effectively with a team
• High level of professionalism, discretion, and attention to detail

Responsibilities

• Prepare, review, and process invoices to ensure accuracy, completeness, and compliance with contract or client requirements
• Track invoice status from creation through submission and payment, following up on outstanding or past-due invoices
• Coordinate with Accounts Receivable to support collections efforts and resolve payment discrepancies
• Assist with Accounts Payable functions, including invoice verification and coding support as needed
• Maintain detailed billing records, job documentation, and supporting backup for invoicing purposes
• Review job documentation and ensure all required details are included prior to invoice submission
• Identify and resolve billing discrepancies, missing documentation, or approval issues
• Support monthly billing cycles, reporting, and reconciliation processes
• Communicate with internal teams and clients regarding billing questions, status updates, and documentation needs
• Perform accurate data entry and maintain billing and administrative databases
• Provide general administrative support, including filing, document preparation, and correspondence
• Manage calendars, schedule meetings, and coordinate departmental activities
• Answer and direct incoming calls and provide professional customer service
• Assist with special projects and reporting related to billing and administrative functions
• Maintain confidentiality of financial and company information
• Perform other duties as assigned

Skills

Billing

Accounts Receivable

Data Entry

Excel

MS Office

Communication

Organization

Multitasking

Education

High School Diploma

Associate Degree Preferred

Tools

Billing Software

MS Office Suite

Job description

• 18.00-22.00 per hour Pay is commensurate with experience.
• Hourly
• Full Time
• U.S. Water offers a comprehensive benefits package including medical, dental, vision, life insurance, short/long term disability, paid time off, holiday pay and 401k with Company match

U.S. Water Services Corporation is a well-established and diverse water and wastewater utility organization specializing in utility maintenance, operations, engineering, and construction services. Headquartered in New Port Richey, Florida, U.S. Water is a fast-paced, rapidly growing company with more than 950 employees across 20 states. We are committed to delivering exceptional service while fostering a collaborative and professional work environment.

Position Summary

The Administrative Assistant provides comprehensive administrative and clerical support with a strong emphasis on billing and financial coordination. This role is responsible for supporting invoice preparation, tracking, and reconciliation processes while ensuring accurate recordkeeping and timely submission of billing documentation. The ideal candidate is highly organized, detail-oriented, and experienced in billing, accounts receivable, and administrative operations within a fast-paced environment.

Qualifications

• High school diploma or equivalent required; associate degree in Business Administration, Accounting, or related field preferred
• Minimum of two (2) years of administrative experience with direct billing or invoicing responsibilities
• Hands-on experience with billing, invoicing, and accounts receivable required
• Experience supporting accounts payable processes preferred
• Strong understanding of invoice lifecycle, documentation requirements, and discrepancy resolution
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), with strong Excel skills preferred
• Strong data entry skills with a high level of accuracy
• Excellent written and verbal communication skills
• Strong organizational, time management, and multitasking abilities
• Ability to work independently while collaborating effectively with a team
• High level of professionalism, discretion, and attention to detail

Essential Duties and Responsibilities

• Prepare, review, and process invoices to ensure accuracy, completeness, and compliance with contract or client requirements
• Track invoice status from creation through submission and payment, following up on outstanding or past-due invoices
• Coordinate with Accounts Receivable to support collections efforts and resolve payment discrepancies
• Assist with Accounts Payable functions, including invoice verification and coding support as needed
• Maintain detailed billing records, job documentation, and supporting backup for invoicing purposes
• Review job documentation and ensure all required details are included prior to invoice submission
• Identify and resolve billing discrepancies, missing documentation, or approval issues
• Support monthly billing cycles, reporting, and reconciliation processes
• Communicate with internal teams and clients regarding billing questions, status updates, and documentation needs
• Perform accurate data entry and maintain billing and administrative databases
• Provide general administrative support, including filing, document preparation, and correspondence
• Manage calendars, schedule meetings, and coordinate departmental activities
• Answer and direct incoming calls and provide professional customer service
• Assist with special projects and reporting related to billing and administrative functions
• Maintain confidentiality of financial and company information
• Perform other duties as assigned

Knowledge, Skills, and Abilities

• Strong knowledge of billing, invoicing, and accounts receivable processes
• High attention to detail and accuracy in financial documentation
• Ability to analyze and resolve billing discrepancies efficiently
• Strong customer service and communication skills
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment
• Proficiency in Microsoft Office applications, particularly Excel
• Ability to maintain organized and audit-ready records

Compensation and Benefits

Compensation is commensurate with experience and market conditions.

U.S. Water Services Corporation offers a comprehensive benefits package, including:

• Medical, dental, and vision insurance
• Life insurance
• Short-term and long-term disability insurance
• Paid Time Off (PTO)
• Paid holidays
• 401(k) retirement plan with company match

U.S. Water Services Corporation is committed to attracting, developing, and retaining a diverse workforce. We are proud to be an Equal Opportunity Employer and make employment decisions without regard to race, color, religion, sex, national origin, age, disability, veteran status, genetic information, or any other status protected by applicable federal, state, or local law.