Facilities Administrative Assistant

The New York Racing Association; City of Saratoga Springs (NY); On-site; USD 28,000 - 35,000; Full time

Job summary

The New York Racing Association in Saratoga Springs, NY, is seeking a Facilities Administrative Assistant to handle office administration, payroll coordination, and executive support under regular full-time status.

You will follow established processes to ensure accuracy, timeliness, and high-quality output, with responsibilities including scheduling, information gathering, and coordination for a department or executives.

Qualifications

• Associates degree or higher.
• 5+ years of related experience required.
• Proficient with Microsoft 365 suite.
• Willing to learn cloud-based administrative software.
• Strong organizational and analytical skills.
• Excellent oral and written communication.
• Able to work with minimal supervision.
• Self-starter and proactive attitude.

Responsibilities

• Process weekly departmental payroll with supervision and accuracy.
• Prepare overtime documentation for union workforce.
• Submit requisitions for goods and services.
• Track and reconcile expenses and invoices.
• Manage routine office communications with stakeholders.
• Identify inefficiencies and suggest improvements.

Skills

Payroll processing

Microsoft 365

Cloud software

Communication skills

Organizational skills

Analytical skills

Self-motivation

Independent work

Education

Associates degree or higher

Tools

Microsoft 365

Job description

Title: Facilities Administrative Assistant

Employee Status: Regular Full Time

Work From Home Option: Not Applicable

FLSA Status: Non-Exempt

Job Overview

Conducts routine tasks for office administration, following established processes under general supervision to ensure accuracy, timeliness, and quality of work. Responsible for providing administrative support (e.g., meeting scheduling, follow‑up and information gathering, planning and coordination) for a department, group or executives.)

Essential Functions

• Process weekly departmental payroll in coordination with trade foreman and supervisors ensuring accuracy of both timesheets and electronic scans
• Prepare and implement documentation of daily and weekly overtime lists for the union workforce ensuring accuracy of overtime equalization lists
• Coordinate with the Purchasing Department to prepare and submit requisitions for required goods and services
• Track and reconcile basic expenses and invoices, ensuring compliance with company policies.
• Manage routine office communications, ensuring timely responses and professional correspondence with stakeholders
• Identify minor process inefficiencies and suggests improvements to enhance administrative workflows

Qualifications

• Associates Degree or higher
• 5+ years of progressive, related experience required
• Must be computer literate and have a working knowledge of Microsoft365 Office Suite
• Must be able and willing to learn cloud based administrative software
• Strong organizational and analytical skills.
• Oral and written communication skills.
• Ability to communicate effectively with others.
• Must be a self-starter and be able to work effectively with minimal supervision.

Summary Of Physical Requirements And Work Environment

Primarily an office-based position requiring prolonged periods of sitting, frequent computer and telephone use, and repetitive hand movements for data entry, payroll processing, document management, and other administrative tasks. Occasional walking, standing, and lifting of files or office materials up to 30 pounds may be required. The work is performed in a professional office environment with periodic travel to other NYRA locations as needed to support departmental operations.

Pay Range / Salary: $20.54 - $25.75