Administrative Assistant

Talentify; Village of Westbury (NY); On-site; USD 36,000 - 39,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k) retirement plan

PTO / Vacation

Short and long-term disability

Transportation benefits

Employee Assistance Program

Job summary

Aston Carter is seeking an Administrative Assistant for a contract assignment in Westbury, NY. Role involves data entry, invoicing, billing support, and general admin tasks.

The position runs 7:00 AM to 3:30 PM, on-site with a team of about 7. Temporary assignment expected for 3-4 months, with potential to extend or convert.

Qualifications

• 1-2 years of administrative, office support, billing/invoicing, or data entry experience preferred.
• Strong computer skills, including Microsoft Office Suite (Word, Excel, Outlook).
• Excellent attention to detail and organizational skills.
• Ability to prioritize tasks and manage multiple responsibilities simultaneously.
• Strong written and verbal communication skills.
• Ability to work independently and as part of a team.

Responsibilities

• Perform accurate data entry and maintain company records and databases.
• Organize, scan, file, and maintain physical and electronic documents.
• Prepare and process customer invoices in a timely manner, ensuring accurate documentation.
• Track and maintain field technician hours and timesheets.
• Review timesheets for accuracy and follow up on discrepancies as needed.
• Support day-to-day administrative functions to ensure smooth office operations.
• Respond to phone calls, emails, and general administrative inquiries.
• Assist with generating reports and updating records.
• Provide additional office support as needed.

Skills

Data entry

MS Office

Attention to detail

Prioritization

Communication

Teamwork

Tools

SamPro

Billing software

Job description

Job Title: Administrative Assistant

Job Description

We are seeking a detail-oriented and organized Administrative Assistant to perform data entry, maintain company records, and support various administrative functions. This role is crucial in ensuring the smooth operation of our office by managing documentation, processing invoices, and assisting with billing activities.

Responsibilities

• Perform accurate data entry and maintain company records and databases.
• Organize, scan, file, and maintain physical and electronic documents.
• Prepare and process customer invoices in a timely manner, ensuring accurate documentation.
• Track and maintain field technician hours and timesheets.
• Review timesheets for accuracy and follow up on discrepancies as needed.
• Support day-to-day administrative functions to ensure smooth office operations.
• Respond to phone calls, emails, and general administrative inquiries.
• Assist with generating reports and updating records.
• Provide additional office support as needed.

Essential Skills

• 1 - 2 years of experience in administrative, office support, billing/invoicing, or data entry roles preferred.
• Strong computer skills, including Microsoft Office Suite (Word, Excel, Outlook).
• Excellent attention to detail and organizational skills.
• Ability to prioritize tasks and manage multiple responsibilities simultaneously.
• Strong written and verbal communication skills.
• Ability to work independently and as part of a team.

Additional Skills & Qualifications

• Experience with SamPro software and bookkeeping.
• Proficiency in hour tracking and billing processes.
• Computer savvy with a capability to adapt to new technologies quickly.

Work Environment

This position is a temporary assignment with the possibility to become permanent, initially covering a leave for approximately 3-4 months. The role requires working on-site from 7:00 AM to 3:30 PM, Monday through Friday. You will be part of a team of about 7 employees in a collaborative office setting

Job Type & Location

This is a Contract position based out of Westbury, NY.

Pay and Benefits

The pay range for this position is $26.00 - $28.00/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 Westbury,NY.

Application Deadline

This position is anticipated to close on Oct 5, 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.