Administrative Specialist

Aston Carter•Village of Bath, NY

10d•Onsite

About The Position

This role provides comprehensive administrative and operational support at a busy plant location. You will manage truck scale operations, support payroll and accounts payable processes, maintain key plant records, and interact daily with drivers and plant personnel. The position combines office-based administrative work with hands-on, customer-facing activities, offering variety throughout the day within a close-knit, growing team.

Requirements

2–3 years of experience in an administrative, payroll, or similar office-based role.
Experience processing payroll in a business or industrial environment.
Proficiency with payroll systems; experience with Kronos is preferred but not required.
Experience with accounting or ERP systems such as Oracle or JD Edwards.
Basic Microsoft Excel skills for data entry, tracking, and reporting.
Strong data entry skills with high attention to detail and accuracy.
Ability to provide professional customer service to drivers, vendors, and internal staff.
Organizational skills to manage multiple tasks, documents, and deadlines in a fast-paced environment.
Ability to work independently and take ownership of assigned responsibilities.
Clear written and verbal communication skills for interacting with diverse stakeholders.

Nice To Haves

Experience with SAP for purchasing or administrative tasks is a plus.
Experience in accounts payable, including processing vendor invoices and purchase orders.
Experience with payroll processing tools beyond Kronos is beneficial.
Familiarity with office management practices in an industrial or plant environment.
Comfort working with production statistics, labor hours, and cost tracking.
Ability to learn and adapt to new systems and processes quickly.
Strong problem-solving mindset and willingness to take initiative.
Interest in working in a growing company with a tight-knit, collaborative team.

Responsibilities

Operate the truck scale to accurately weigh company, customer, and third-party trucks and issue tickets.
Collect and verify documents from drivers and ensure all paperwork is complete and properly filed.
Scan and enter raw material tickets into the appropriate systems in a timely and accurate manner.
Process vendor invoices and purchase orders in alignment with established accounts payable procedures.
Provide day-to-day administrative support for plant leadership, including correspondence, filing, and general office tasks.
Compile, enter, and report payroll data and production statistics to support plant operations and reporting requirements.
Track finished goods inventory, equipment utilization, plant costs, and labor hours to support operational visibility and decision-making.
Purchase parts and safety supplies as needed to support plant operations and maintain adequate stock levels.
Maintain fuel inventory records and equipment downtime reports to support maintenance and cost tracking.
Prepare and support month-end accruals and reporting activities as required.
Process personnel changes and maintain accurate and confidential employee files and records.
Perform timekeeping activities in Kronos or similar payroll systems, ensuring accurate time and attendance records.
Collaborate with drivers, plant staff, and other stakeholders to resolve issues and provide responsive customer service.
Support general office management activities to keep the plant office organized and running smoothly.