Administrative Assistant

Administrative Assistant

Purpose – The Administrative Assistant is responsible for managing the specific administrative activities common to a public accounting firm and applying their technical skills to efficiently process client work, provide administrative support to individuals inside the firm, assist with internal firm administrative tasks and projects, while providing excellent customer service to external clients.

Ideal Candidates Should Possess

·         Demonstrated ability to complete complicated assignments independently with minimal guidance

·         Strong knowledge of professional office practices and procedures

·         Strong skills in internet and software programs (WORD, EXCEL, Google Apps, and specific programs used by the firm)

·         Interest in continuously examining firm processes for better efficiency and effectiveness

·         Good problem solving skills and the ability to make reliable decisions

·         Maintain flexibility and remain calm in stressful situations

·         Organizational skills and ability to implement directives from firm partner(s)

·         Requires three years of experience as an administrative assistant (preferred)

·         High School Diploma or equivalent

·         Business college training (preferred)

·         Excellent numeracy, verbal and written communication skills (paying special attention to grammar, spelling and punctuation)

Main Job Responsibilities

·         Answers all general and incoming phone calls

·         Main responsibility for the distribution system (incoming mail and email, administrative digital processing of individual and business tax returns, tracks, communicates and monitors due dates)

·         Copying and binding financial statements and tax returns

·         Updates Mondays and keeps track of internal client files

·         Collects billing information from accounting assistants

·         Supports staff as needed (scheduling appointments and setting up conference rooms)

·         Provides digital draft of client engagement letters to partner

·         Maintain digital client communications (via intuitLink and firm website)

·         Maintain digital client profiles and databases in e mail marketing system, ProSeries, IntuitLink and website portal

·         Handles administrative processing of all firm proposals and other miscellaneous reports

·         Prepare outgoing mail for distribution

·         Fax, scan and copy documents

·         Maintain office filing and storage systems

·         Monitor and maintain office supplies

·         Ensure office equipment is properly maintained and serviced

·         Possess versatile administrative skills to be able to perform other duties as needed when requested by the managing partner

·         Communicates deadlines to clients
 

This is a hybrid position – in office and remote