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Administrative Support Assistant - Part-time

Wheaton, IL | Part Time
28 Days Ago

Job Description


Administrative Support Assistant – Part Time


Cedarstone is an accounting firm that provides back office and bookkeeping services to non-profits. The office is located in downtown Wheaton - this position will work out of this office. We are currently looking for a part-time Administrative Support Assistant for our back-office team. We offer a happy and casual work environment and want our employees to learn, grow, and work as a team to serve our clients. We want people to enjoy their job and look forward to coming into the office. We look to hire people that are professional with common sense, that enjoy working with people and want to learn.


The main job responsibility of this position will be to assist our back-office donation and accounting teams with administrative tasks. The person hired will be assisting with miscellaneous tasks that arise during the day/week that the remote staff cannot address.


Examples of responsibilities may include:


  • Answer the front door; greet and welcome guests to the office and accompany them to the appropriate person or meeting.
  • Receive deliveries and maintain delivery records.
  • Scan incoming mail for remote access and maintain file storage.
  • Drive to the post office to retrieve mail from clients’ post office boxes. Bring mail to the office, sort, and ensure the donation related mail and checks are placed in corresponding client folders.
  • Process check donations for each client.  Sort, open, tally checks, deposit checks at the bank and bring back receipts for filing.  Scan checks and submit them for remote deposit.
  • Print special donor letters and prepare for mailing.
  • Maintain the organization and storage of check back-up and destruction.
  • Print and mail donor receipts using various types of software, a folding machine, and a postage machine.
  • Assist staff with in-office needs.
  • Update client data in various systems.
  • Complete other administrative project work for the donation and accounting teams as assigned.


This position is perfect for an individual getting back into the work environment, a student that wants to learn about business operations and accounting, or someone that wants to get their foot in the door and grow their career. There are opportunities for any of these types of individuals. Our goal is to provide a great environment for employees while also servicing our clients.


No experience in accounting or bookkeeping is required, however it is helpful to have some understanding of paying bills, sending invoices, and general bookkeeping. Any type of experience with administrative work or general office support will be helpful as well. However, we are willing to train the right person for the job despite prior experience.


The right person will be open to learning, have a service-focused mindset and, most importantly, be comfortable working with different software. While there will be some training on specific software, it is expected the candidate will be able to 'self-teach' on some of the software provided and be able to search through databases and the internet in order to find answers with little to no instruction. We recognize that software and programs are constantly changing, and we require an individual that is not afraid to jump in and learn on their own.


This is a part-time, in-person position. Hours will be approximately 15-20 per week. Weekly schedule can vary but it is expected that the candidate's hours of availability to be in office will fall during business hours Monday through Friday. A set schedule will be determined once the candidate is hired and may vary based on the needs of the department.


Physical Requirements:

  • Ability to talk and hear.
  • Able to frequently stand, walk, use hands to finger, handle or feel, and reach with hands and arms.
  • Ability to sit for long periods of time at a computer, climb or balance, stoop, kneel or crouch.  The employee must frequently lift 10 - 15 pounds and on occasion, up to 25 pounds. 
  • Specific vision abilities required by this job include: close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

 Other Job Requirements:


  • Ability to communicate and coordinate information with a team via email, chat, text, phone or video meetings
  • Must have a car with insurance and a valid IL driver’s license and be able to drive.


    Cedarstone is located in downtown Wheaton, IL, with easy access to Metra Union Pacific West Line.   


    Skills for Administrative Support Assistant - Part-time

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