Administrative Assistant

Aston Carter • Oxnard, CA • 3h ago

Job Title: Administrative AssistantJob Description

The Administrative Assistant provides comprehensive administrative and clerical support to the purchasing and finance departments. This role focuses on processing purchase requisitions, maintaining accurate records and reports, managing office supply inventory, and delivering excellent customer service to internal staff, vendors, and external contacts. The position requires strong computer skills, meticulous attention to detail, and the ability to handle confidential information with discretion.

Responsibilities

Assist the purchasing department with receiving, reviewing, and processing purchase requisitions in a timely and accurate manner.

Enter purchasing and related data accurately into the computer information management system.

Prepare and process paperwork for the purchasing department, including purchase orders and related documentation.

Maintain, organize, and update warehouse and purchasing files, purchasing logs, and vendor reference materials.

Revise and update files as needed to ensure records remain current and accurate.

Obtain quotes from vendors and assist with ordering goods and services as requested.

Prepare accurate monthly, quarterly, and annual reports as requested by the department.

Maintain and oversee inventory of Finance Department office supplies, including monitoring stock levels and identifying replenishment needs.

Prepare purchase requisitions for office supplies and distribute supplies to staff as needed.

Perform general administrative and clerical duties such as filing, scanning, and document management.

Provide administrative support and assistance to department staff, including responding to inquiries and directing requests appropriately.

Communicate effectively with staff, clients, vendors, and the general public, both orally and in writing.

Follow written and verbal instructions accurately and consistently.

Maintain strict confidentiality of sensitive and financial information at all times.

Essential Skills

Minimum of 3 years of experience in an increasingly responsible assistant position or highly responsible secretarial capacity.

Proficiency with Windows operating systems and applications, including Microsoft Word and Excel.

Proficiency in Microsoft Office, including Outlook, for email and scheduling.

Strong data entry skills with a focus on accuracy and speed.

General knowledge of standard office equipment, office procedures, and filing systems.

Ability to provide excellent customer service and establish good rapport with staff, clients, vendors, and the general public.

Ability to effectively follow written and verbal instructions.

Strong oral and written communication skills.

Ability to maintain strict confidentiality in handling sensitive information.

Ability to effectively use hands and fingers for keyboarding, filing documents, operating office equipment, and completing forms.

Additional Skills & Qualifications

Experience supporting purchasing or finance departments is beneficial.

Familiarity with purchase orders and purchasing processes.

Experience with a computer information management system.

10-key by touch preferred.

Experience with clerical tasks such as filing, scanning, and document organization.

Background in administrative support or administrative assistance roles.

Work Environment

This is an in-office position working Monday through Friday from 8:00 a.m. to 5:00 p.m., for a 40-hour workweek. The role is based in a professional office environment that uses standard office equipment such as computers, printers, scanners, and phones, along with a computer information management system and the Microsoft Office suite. The position is part of a long-term contract that may extend up to a year, offering stability and the opportunity to build deep familiarity with the purchasing and finance operations.

Job Type & Location

This is a Contract position based out of Oxnard, CA.

Pay and Benefits

The pay range for this position is $25.00 - $25.00/hr.

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 Oxnard,CA.

Application Deadline

This position is anticipated to close on May 7, 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® double diamond 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 astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.

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