Administrative Assistant

Job Title: Administrative Assistant (Finance-Focused)
Location: Garden City, New York
Job Type: Full-time, Hybrid (4 days in office per week) – Temp-to-Perm after 3 months
Compensation: $26–$32 per hour

Position Details

• Type: Hourly (Non-Exempt)
• Schedule: 9:00 AM – 5:00 PM 
• Reports To: Accounting Manager
• Target Start Date: ASAP
• Key Qualifications: Prior accounting or bookkeeping experience preferred; strong administrative skills; proficiency in MS Office Suite (especially Excel), and QuickBooks
• Team Environment: Small, cohesive, and supportive department of four

Job Summary
Law firm based in Garden City NY is seeking a highly detail-oriented and organized Administrative Assistant with finance or bookkeeping exposure to support the Accounting and Finance Department.

This role is primarily focused on client-facing legal correspondence and administrative processes, with additional bookkeeping and accounting support that increases during peak periods. The ideal candidate possesses strong administrative skills, excellent written communication, and exceptional attention to detail. They should be comfortable managing high-volume repetitive correspondence and following structured processes. Prior accounting or bookkeeping experience is a plus, but an accounting degree is not required.

Key Responsibilities

Legal & Client Correspondence (Primary Focus)

• Prepare, review, and distribute high-volume client correspondence, including refund letters, tax savings invoices, and co-counsel communications
• Ensure all documents meet the firm’s standards for accuracy, formatting, and professional presentation (including those requiring attorney signature)
• Maintain strict attention to detail to prevent any cross-contamination of client-specific information
• Coordinate both physical mailings and electronic distribution of correspondence

Refund & Billing Administration

• Assist with processing municipal refund payments and coordinating client distributions
• Support client billing processes and invoice preparation
• Maintain accurate supporting documentation for refunds and billings

Bookkeeping & Accounting Support (Secondary / Seasonal)

• Assist with payment processing during peak workload periods
• Record and reconcile deposit entries
• Support preparation of basic financial schedules and reconciliations as needed

Qualifications

Required

• Prior experience in an administrative role
• Strong written communication skills with the ability to produce clean, accurate, and professional correspondence
• Exceptional attention to detail and accuracy
• Proficiency in Microsoft Office Suite, particularly Excel and Word
• Ability to consistently follow standardized processes and templates
• Capacity to handle repetitive tasks efficiently while maintaining high accuracy

Preferred / Bonus Qualifications

• Bookkeeping or accounting experience (e.g., payment processing, reconciliations)
• Prior experience in a law firm or legal services environment
• Familiarity with Intuit QuickBooks or similar accounting software
• Comfort with preparing basic financial or support schedules in Excel

Key Attributes for Success

• Flexibility to shift between administrative and bookkeeping responsibilities based on workload
• Strong attention to detail and commitment to quality control
• Ability to self-review work thoroughly, especially client-facing documents
• Comfort managing high-volume correspondence with minimal supervision
• Excellent organizational skills and respect for confidential client information

Benefits

• Competitive hourly compensation
• Health, dental, and vision insurance
• Retirement plan
• Paid time off
• Professional development opportunities