Facilities Administrative Assistant
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At a glance
Requirements
Credentials this posting asks for.
Job overview
New York Racing Association is hiring a Facilities Administrative Assistant. The Facilities Administrative Assistant performs routine office administration tasks under general supervision, ensuring accuracy, timeliness, and quality while providing support such as meeting scheduling, follow‑up, and coordination for a department or executives.
Key focus areas include Process weekly departmental payroll ensuring timesheet and electronic scan accuracy, Prepare and implement daily and weekly overtime documentation for union workforce, and Coordinate with Purchasing Department to prepare and submit requisitions for goods and services.
Successful candidates bring Associate's Degree Or Higher, 5+ Years Progressive Related Experience, and Computer Literate. Important skills include Microsoft 365 Office Suite, Learn Cloud Based Administrative Software, Organizational Skills, Analytical Skills, Oral Communication, and Communication.
Skills & qualifications
Skills
Qualifications
Full 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
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