Administrative Assistant

Job Summary

Required Qualifications

• 2+ years’ experience in public accounting or other professional services office setting
• Notary Public preferred
• Proficient in MS Office (Excel, Word, Outlook, PowerPoint)
• Adobe
• Ability to operate in a paperless environment
• Coordinate administrative and operational functions for the team including managing calendars, taking phone calls, scheduling appointments and processing mail
• Provide outstanding client service through meetings, communication (via phone, email or in person), troubleshooting client questions and concerns, providing timely follow up and obtaining client signatures and approval
• Manage projects including planning and coordinating presentations, disseminating information and organizing company events
• Maintain client records including edits, updates and new client set up
• Provide quality control and tracking for client facing documents and ensure client confidentiality
• Manage the client engagement letter including distribution, tracking signatures, continual follow up and scanning
• Provide support for CPA’s including processing of client tax returns and financial statements
• Scan and assemble W-2s, 1099, 1095’s, tax returns, 8879’s, notices, statements and additional documents
• Assist in electronic filing of tax returns, acknowledgements and rejections; following up on pending e-file, transmission of tax returns and wrap up upon acceptance of return
• Assist the team with monthly billing procedures, reporting, accounts receivable and collections
• Maintain supplies including monitoring inventory and re-ordering
• Maintain the office environment
• Provide administrative support as well as back up functions for administrative colleagues throughout the firm as needed including phone coverage as well as sorting and process mail
• Understand and stay current on new technology
• Incorporate new techniques and ensure minimal disruptions to productivity
• Must have smart phone that can be used to dual authenticate login credentials at work
• Participate actively in all on-the-job and formal learning and development opportunities to understand role and responsibilities
• Ability to accept and adjust to changing priorities and circumstances
• Possess excellent decision-making ability
• Ability to deal sensitively with confidential material
• Outstanding verbal and written communication skills
• Excellent interpersonal skills
• Proficient knowledge and use of office technology and equipment
• Honesty and integrity
• Teamwork
• Ability to work in a team and take direction from multiple managers
• Take charge and action-oriented and persist until the task or job is completed
• Interest in community involvement
• Frequent use of hands, wrists, fingers associated with computer equipment
• Normal visual acuity, ability to talk and hear
• Occasionally lift and/or move up to 20 pounds
• On-site position
• Normal office environment
• May on occasion be exposed to loud sounds and distracting noise levels, such as from office equipment
• Our commitment is to continually invest in our people, both professionally and personally. That is why our benefits and perks go beyond industry standard.

Desired Qualifications

• Notary Public preferred
• 2+ years’ experience in public accounting or other professional services office setting
• Proficient in MS Office (Excel, Word, Outlook, PowerPoint)
• Adobe
• Experience operating in a paperless environment
• Strong client service and communication skills
• Ability to manage calendars, scheduling, and event arrangements
• Experience processing client engagements and client relations
• Knowledge of tax document handling (W-2s, 1099, 1095’s, 8879’s) and electronic filing

Additional Requirements

• Candidates must be legally authorized to work in the United States without sponsorship