What are the responsibilities and job description for the Administrative Assistant position at Topaz HR Advisory?
Job Title : Administrative Assistant Location : Spring Valley, NY Hours : M-F, 9am-5pm Summary : We are looking for a highly organized and proactive Administrative Assistant to join our staffing agency. This role is critical in ensuring seamless office operations and supporting key business functions, including accounts receivable, billing hours, workers' compensation claims, unemployment claim management, application collection / entry and phone support. The ideal candidate is detail-oriented, efficient, and has excellent communication and multitasking skills. Essential Duties and Responsibilities : Prepare and issue client invoices promptly and accurately. Track and reconcile payments, follow up on overdue accounts, and resolve billing discrepancies. Maintain detailed financial records and update systems with accurate accounts receivable data. Collect, review, and verify employee timesheets for accuracy. Input billable hours into internal systems for payroll and client invoicing purposes. Address any billing-related questions or discrepancies from clients or employees. Assist in filing and processing workers' compensation claims. Gather and submit required documentation for claims and track claim statuses. Communicate with employees, insurance providers, and legal teams to ensure compliance. Receive and organize job applications from prospective candidates. Enter applicant information into internal databases with accuracy and attention to detail. Ensure all required application documentation is complete and accessible. Serve as the first point of contact for incoming phone calls and visitors. Provide friendly and professional assistance, answering inquiries and directing calls to appropriate team members. Maintain a tidy and welcoming reception area. Prepare and submit documentation for unemployment claims in a timely manner. Collaborate with internal teams to gather information required for claim processing. Monitor the status of claims and respond to related inquiries from employees and government agencies Perform additional responsibilities as assigned by management. Qualifications : Proven experience as an Administrative Assistant, preferably in a staffing or recruitment agency. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience with data entry and accounting software. Strong organizational skills with exceptional attention to detail and accuracy. Excellent communication skills, both verbal and written. Ability to prioritize tasks and manage time effectively in a fast-paced environment. Strong interpersonal skills and the ability to handle sensitive information with confidentiality. Familiarity with accounts receivable processes, payroll, and billing systems. Experience with workers' compensation and unemployment claims processes. Knowledge of applicant tracking systems (ATS) or similar recruitment software. Compensation : Hourly Pay : $20-$25 an hour DOE, 40 hours a week. Powered by JazzHR
Salary : $20 - $25
