Administrative Assistant

Ralston Supply Center Inc. • Canastota, NY • 5h ago

The Administrative Assistant provides high-level administrative, operational, and financial support to ensure efficient day-to-day office operations. This role requires a highly organized, detail-oriented professional who thrives in a fast-paced environment, exercises sound judgment, and maintains strict confidentiality while supporting leadership, departments, and cross-functional teams. Key Responsibilities Administrative & Office Operations Provide comprehensive administrative support, including document preparation, data entry, filing, record maintenance, and general office coordination. Operate and maintain a variety of office equipment and technology, including multi-line phone systems, printers, scanners, fax machines, and computer applications. Answer and route incoming calls, greet visitors professionally, and serve as a first point of contact while exercising discretion and sound judgment. Manage calendars, schedule appointments, coordinate meetings, and support event planning to ensure seamless communication and operations. Prepare correspondence, forms, reports, presentations, and other documents using modern office software. Technology & Software Proficiency Utilize and maintain proficiency in office and financial software, including Intuit QuickBooks, rental management software, and Microsoft Office applications (Word, Excel, PowerPoint, Publisher). Create, update, and maintain reports, spreadsheets, databases, and financial documentation with accuracy and efficiency. Financial & Accounting Support Review financial information and account activity to ensure accuracy and completeness. Perform account analysis and reconciliation and assist with the preparation of financial statements. Support accounts receivable processes, purchase tracking, and expense management. Prepare or assist in preparing balance sheets, profit and loss statements, and other financial reports as needed. Assist with annual budgeting processes and support internal and external financial audits. Process payroll and manage related documentation for new hires and current employees. Coordination & Stakeholder Support Support individuals, teams, or departments with ongoing and project-based assignments. Act as a liaison with vendors, suppliers, and service providers; coordinate purchases and manage office supply needs. Coordinate meetings and communications with internal and external stakeholders to ensure alignment and clarity. Confidentiality & Compliance Handle sensitive and confidential information with the highest level of discretion and professionalism. Ensure compliance with internal policies, procedures, and best practices related to records management and financial documentation. Additional Duties Maintain organized filing systems, records, databases, and forms. Perform other duties and special projects as assigned to support business operations. Key Job Requirements & Qualifications Proven experience in an administrative, office support, or accounting support role. Strong working knowledge of office and financial software, including QuickBooks, rental management systems, and Microsoft Office Suite. Demonstrated ability to manage multiple priorities, meet deadlines, and work independently with minimal supervision. High attention to detail with strong organizational and time-management skills. Professional communication skills, both written and verbal, with the ability to interact effectively with employees, customers, vendors, and leadership. Financial acumen, including experience with accounts receivable, reconciliations, payroll processing, credit card,and financial reporting. Ability to exercise discretion and maintain confidentiality at all times. Flexible, proactive, and team-oriented mindset with a willingness to take on additional responsibilities as needed.

To apply, contact the employer by telephone: Phone: Thomas Ralston (315) 439-8898 or email at tralston@ralstonsupplycenter.com

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