Part Time Administrative Assistant, The UPS Store #0647, NY, US

Location: Syosset, NY (On-Site Only)
Hours: 20–25 hours per week
Compensation: $24.00+ per hour (commensurate with experience)

About Us:

The UPS Store is a network of individually owned and operated franchise service centers specializing in small business solutions. Our organization includes 10 locations across Long Island —including Syosset, Jericho, Plainview, Greenvale, Garden City, Garden City Park, Great Neck, Wantagh, Rockville Centre, and Huntington Station—as well as two locations in New York City .

We are currently seeking a seasoned Administrative Assistant / Bookkeeper to join our team in Syosset, NY . This part-time, on-site role provides essential support to our administrative team and plays a critical part in managing both day-to-day operations and financial functions.

Position Overview:

This role supports the Office Manager and broader management team by performing a mix of administrative and bookkeeping tasks. The ideal candidate will be detail-oriented, highly organized, and experienced in QuickBooks and financial recordkeeping, with a professional demeanor and the ability to work independently.

Key Responsibilities:

Administrative Functions:

• Process accounts payable: print checks, obtain necessary signatures, and distribute accordingly
• Review, match, and reconcile invoices with appropriate documentation before approval/payment
• Ensure accuracy of invoices and maintain organized financial and administrative records
• Manage incoming communications (phone, email, mail) and route messages appropriately
• Provide clerical support: data entry, filing, copying, typing, and document organization

Bookkeeping Duties:

• Handle full-cycle bookkeeping, including accounts payable, accounts receivable, and reconciliations (bank, credit cards)
• Prepare and maintain monthly, quarterly, and year-end financial reports
• Track cash flow, budgets, and financial forecasts for multi-location operation
• Communicate and coordinate with CPA or external accountants for audits and tax filings
• Ensure compliance with sales tax, payroll tax, and other applicable regulations
• Maintain and organize financial records using QuickBooks (required)
• Monitor general ledger accounts and post journal entries as needed

Qualifications & Requirements:

• 5+ years of administrative support experience in a similar role
• QuickBooks experience is REQUIRED
• Strong working knowledge of Microsoft Office Suite, especially Excel (experience with formulas and spreadsheets preferred)
• Prior experience with A/P, A/R, and vendor communication is strongly preferred
• Professionalism, dependability, and ability to handle sensitive information with discretion
• Excellent communication, multitasking, and time management skills
• Strong attention to detail and ability to work independently in a fast-paced environment

Additional Information:

• This is an on-site position based at our Syosset, NY location
• Remote work is not available for this role
• Compensation is based on experience and skill level: $24.00+/hour