Administrative/Clerical Assistant

Job Overview

The Administrative/Clerical Assistant provides administrative and clerical support to the Horsemen's Bookkeeping and Racing Operations teams at the Saratoga Race Course. Responsibilities include maintaining records, filing documents, processing mail, performing data entry, organizing office files, assisting with administrative projects, and providing customer service to horsemen and other stakeholders. This temporary role supports daily office operations and ensures accurate recordkeeping and document management.

Essential Functions

Administrative Support & Record Maintenance

• Organize, maintain, and file physical and electronic records in accordance with departmental procedures.
• Scan, index, and electronically file documents, including forms, correspondence, identification records, and account documentation.
• Assist with updating and maintaining accurate records and databases.
• Perform routine data entry and verify information for completeness and accuracy.
• Research and update returned mail records and contact information as directed.

Mail Processing & Office Support

• Process incoming and outgoing mail, packages, and departmental correspondence.
• Prepare account statements, notices, and other materials for mailing.
• Assist with large-scale mailings and special projects throughout the year.
• Maintain office supplies and assist with inventory tracking and ordering.
• Prepare documents, copies, reports, and meeting materials as requested.

General Office Duties

• Assist with filing, record retention, and document organization projects.
• Support department staff with administrative and clerical tasks as needed.
• Maintain confidentiality of sensitive information and records.
• Perform other related duties and special assignments as directed.

Qualifications

Education & Experience

• High School Diploma or GED required.
• Associate's Degree or relevant administrative experience preferred.
• Prior clerical, administrative, customer service, or office support experience preferred.

Knowledge, Skills & Abilities

• Proficiency with Microsoft Office applications, including Outlook, Word, and Excel.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and prioritize work in a fast-paced environment.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and handle sensitive information appropriately.