Administrative Assistant

Position Summary
The Administrative Clerk provides general administrative and housekeeping duties to enable the office to function smoothly.

Essential Duties and Responsibilities

• Preparing engagement letters to be sent out to clients.
• Preparing labels for US Government Client and FedEx
• Occasionally dropping off packages to FedEx
• Preparing reports
• Copying and scanning
• Preparing internal and minor external correspondence
• Updating and transferring current client information to the word processing folder
• Assisting in the preparation of outgoing correspondence to clients
• Answering all incoming calls
• Logging all incoming/outgoing mail
• Preparing outgoing mail; occasionally take mail to the post office
• Distributing incoming mail and faxed documents to the appropriate staff
• Adding postage for outgoing mail and logging postage expenses
• Updating and monitoring the Equipment Log
• Restocking bathrooms and ensuring their tidiness
• Restocking all printers and copiers with paper and ink as needed
• Cleaning the refrigerators and ensuring the cleanliness of the kitchen
• Filing all documents in the library and for the partners
• Opening and closing the office daily
• Assist in maintaining office supply purchase lists
• Assist in making, rescheduling and confirming appointments
• Request governmental and non-profit contracts
• Ensure original engagement letters, confirmations and client representation letters are obtained and filed
• Update, maintain and distribute weekly staff whereabouts document to partners
• Collect timesheets and invoices, semi-monthly, and agree to time in billing system; distribute to partner
• Upkeep of office plants
• Weekly update of main conference room calendar
• Ensuring that the auditing and consulting staff is given the necessary tools including laptops, printers and calculators to do their jobs
• Ensuring that all IT related problems are eliminated as quickly as possible through our IT consultant
• Provide additional clerical assistance to all firm personnel
• Other duties as directed by partners and office administrator