Job Title: Administrative AssistantJob Description
This Administrative Assistant role provides front office and departmental support within a finance environment, ensuring smooth daily operations and professional service to internal and external stakeholders. You will manage phones and visitor interactions, support leadership with calendar and workflow coordination, handle departmental correspondence and documentation, and maintain organized administrative processes that keep the department running efficiently.
Responsibilities
Answer incoming phone calls in a professional manner and direct callers to the appropriate person or department.
Greet visitors, customers, and staff, and provide assistance to individuals who come into the department.
Control access by opening the locked department door for customers who need to enter the finance area.
Retrieve incoming mail for the department and distribute it accurately and promptly.
Assist the director and assistant director with calendar management, including scheduling, coordination, and distribution of work.
Support leadership with administrative tasks and special projects as assigned.
Assist team members with copying, scanning, filing, and other general clerical tasks.
Create and apply labels, prepare certified mail, and arrange overnight mail shipments.
Prepare and stuff envelopes for departmental mailings and communications.
Request conference rooms and schedule meetings on behalf of the department and team members.
Monitor the finance department email inbox, respond or route messages appropriately, and take timely follow-up actions as needed.
Send W-9 forms and sales tax exemption forms on behalf of the city when requested.
Order and maintain office supplies to ensure the department has the materials needed for daily operations.
Prepare a monthly calendar and distribute it to all departments.
Print and assemble reports for the Water Authority and Economic Development Authority.
Coordinate document purges and shredding activities with the shredding company to ensure secure disposal of records.
Maintain organized electronic and physical files to support efficient recordkeeping and retrieval.
Use Microsoft Office tools to create, edit, and format documents, spreadsheets, and other materials as needed.
Essential Skills
At least 3 years of administrative experience in an office setting.
Experience working in a receptionist or front desk role.
Strong communication skills, both in person and over the phone.
Proficiency with Microsoft Office, including Word, Excel, Outlook, and related tools.
Demonstrated experience with calendar management and meeting scheduling.
Ability to perform accurate data entry and maintain organized records.
Experience with general administrative support tasks such as copying, scanning, filing, and mail handling.
Strong attention to detail and ability to follow established processes.
Ability to manage multiple tasks and prioritize work in a busy office environment.
Professional and courteous demeanor when interacting with customers, visitors, and colleagues.
Additional Skills & Qualifications
Previous experience supporting a finance or similar department is beneficial.
Experience monitoring shared email inboxes and routing inquiries appropriately.
Familiarity with preparing certified and overnight mail and coordinating with external service providers.
Comfort using general office equipment such as copiers, scanners, and printers.
Ability to work independently while also collaborating effectively with a close-knit team.
Strong organizational skills and a proactive approach to anticipating departmental needs.
Interest in a long-term opportunity with room to build strong working relationships.
Work Environment
This role is fully onsite, with a standard schedule of 8:00 a.m. to 5:00 p.m. in an office-based finance department. You will work closely with a small, close-knit team in a professional environment that relies on regular use of Microsoft Office and standard office equipment such as phones, copiers, scanners, and printers. The position involves front desk and reception responsibilities, regular interaction with internal departments and external visitors, and consistent handling of paper and electronic documents throughout the day.
Job Type & Location
This is a Contract to Hire position based out of Suffolk, VA.
Pay and Benefits
The pay range for this position is $23.00 - $23.00/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 Suffolk,VA.
Application Deadline
This position is anticipated to close on May 22, 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.
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.
