Office Specialist Jobs in Albany, NY

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Legal Assistant

Albany, NY
onsite
Temporary / Contract
28 - 35 USD / Hourly
We are looking for a detail-oriented Legal Assistant to support grants, contracts, and administrative operations for a public-sector office in Albany, New York. This 2+ year Long-term Contract position offers the opportunity to work closely with unit leadership on procurement support, documentation review, process coordination, and day-to-day operational activities. The ideal candidate is highly organized, communicates effectively, and can manage multiple priorities in a structured, deadline-driven environment. Responsibilities:• Coordinate the preparation and organization of grant, contract, and solicitation materials, ensuring documents are complete and tracked through each stage of review.• Review proposal submissions for administrative accuracy and help maintain orderly records throughout evaluation and award activities.• Support the administration of evaluation processes by organizing documentation, maintaining internal records, and assisting with scheduling and logistics.• Update spreadsheets, filing systems, and tracking tools to promote efficient workflows and accurate reporting across the unit.• Communicate with internal teams and external partners to gather information, share updates, and help keep projects moving on schedule.• Perform a broad range of administrative duties such as scheduling meetings, conducting research, proofreading documents, monitoring compliance-related details, and preparing meeting notes.• Provide operational support to the broader contracts and grants management function, helping leadership address routine priorities and special assignments.• Assist with ad hoc projects and process-related initiatives as directed, including work involving internal databases and financial or procurement systems.
2026-11-05T00:00:00Z

Office Manager - Financial Services

Troy, NY
onsite
Temporary to Hire
24 - 28 USD / Hourly
Looking for a role where you can stay busy, make an impact, and be part of a small, professional team? We're partnering with a reuputable, growing tax and financial services firm in the Capital Region seeking a friendly, organized, and detail-oriented Office Manager to support their team. This is a great opportunity for someone who enjoys helping people, keeping things organized, and working in a professional office environment where no two days are exactly the same. If you're looking for an opportunity to learn the ins and outs of financial advising and tax support while building strong client relationships and keeping a busy office running smoothly, we'd love to talk with you! What You'll Be Doing:<ul><li>Welcome clients and provide a positive, professional experience in person, over the phone, and through email</li><li>Schedule appointments and manage calendars</li><li>Organize and maintain client files, records, and documentation</li><li>Assist with assembling tax returns, financial reports, and supporting paperwork</li><li>Collect client information, signatures, and required documentation</li><li>Scan, copy, file, and manage electronic documents</li><li>Process incoming and outgoing mail and correspondence</li><li>Assist with light bookkeeping, billing, payments, and deposits</li><li>Support tax preparers and financial professionals with administrative and client service tasks</li><li>Help keep the office running smoothly during busy tax-season periods</li></ul>What We're Looking For:<ul><li>Previous administrative, office support, customer service, or receptionist experience</li><li>Strong attention to detail and organizational skills</li><li>Comfortable using Microsoft Word, Excel, and Outlook</li><li>Excellent communication and people skills</li><li>Ability to maintain confidentiality and professionalism</li><li>Experience in a tax office, accounting firm, financial services office, or bookkeeping environment is a plus</li><li>Positive attitude and willingness to jump in where needed</li></ul>Why You'll Love It Here:<ul><li>Friendly, supportive team environment</li><li>Stable full-time schedule</li><li>Opportunity to learn and grow within the financial services industry</li><li>Variety in your day and meaningful client interaction</li><li>Additional hours available during busy tax season</li></ul>Interested in learning more?Apply today and contact Mary Christman or Kara Lyon at 518-462-1430 if you're looking for a professional office role where strong organization, customer service, and attention to detail make a difference every day! We look forward to speaking with you soon!
2026-10-13T00:00:00Z

Legal Billing Administrative Assistant

Latham, NY
onsite
Permanent / Full Time
55000 - 65000 USD / Yearly
We are looking for an Administrative Assistant to handle Billing to support a permanent role in New York. This position is ideal for someone who can manage invoicing with precision, communicate effectively with legal and administrative teams, and maintain high standards of confidentiality. The successful candidate will help keep billing operations organized, accurate, and aligned with client expectations while contributing to overall process efficiency. Responsibilities:• Oversee the billing process from initial draft preparation through final invoice delivery, ensuring each step is completed accurately and on schedule.• Examine time entries and reimbursable expenses submitted by attorneys and paralegals to confirm completeness, accuracy, and proper billing treatment.• Partner with legal staff and firm leadership to implement invoice revisions, special client arrangements, and matter-specific billing instructions.• Prepare and transmit invoices through electronic billing portals when client submissions require online processing.• Review invoices against client billing rules and outside counsel guidelines to help reduce rejections and payment delays.• Apply approved edits, reductions, and corrections to billing records while maintaining clear documentation of changes.• Address billing-related questions from clients and internal stakeholders in a timely, thorough, and service-focused manner.• Maintain current and accurate client and matter data within billing and practice management systems.• Produce recurring billing summaries and reports to support leadership visibility into billing activity and performance.• Identify and recommend practical improvements that enhance billing accuracy, workflow consistency, and operational efficiency.
2026-10-30T00:00:00Z

3 results for Office Specialist in Albany, NY