ADMINISTRATIVE ASSITANT 8:00am - 5:00pm - 1 hr lunch

Front desk support (when receptionist is out or as needed)

· Keep lobby area neat and stocked.

· Greet incoming clients and assist them when able

· Handle incoming documents that clients drop off and distribute according to need

· Assist with scanning, copying, or any other administrative tasks clients may need

Answer phones

· Screen incoming calls for client name and reason for calls (filter marketing calls)

· Connect calls with staff or staff voicemail

· Take messages

· Answer small, administrative questions when able, to free up professional staff time

· Schedule appointments as needed

Mail

· Pick up and distribute afternoon mail

· Prepare client documents for outgoing mail according to procedures

· Prepare FedEx/USPS/UPS mailings and call couriers as necessary

Client Correspondence/Other Client Document Assembly

· Update and prepare based off templates or staff prepared letters.

· Prepare documents for partner signature

· File pdfs to document storage for firm records

· Assemble tax return folders and audit reports according to procedure

· Prepare electronic copies of documents as requested

· Ensure all documents look professional, neat, and uniform

In-Processing of Client Documents and Data Management

· Using our data management software, manage incoming client documents

· Sort and organize PDFs and other files so that staff can easily find them

· Scan physical documents and create electronic files for ease of viewing

· Setting up new clients throughout our software and update information as required

Miscellaneous Staff Support

· Provide in-house IT support on a small scale as requested, such as:

o Installing printers

o Monitor setup

o Outlook / other computer help

o General troubleshooting that does not require external IT support

· Proof and foot (checking number totals) financial statements and other large reports

· Assist Tax and Audit staff with contacting clients to get requested information

· Assist Office Manager, Partners, and staff with any other items as needed

Yearly Project Management

· Manage annual tasks such as:

o Sending holiday cards to clients

o Sending Tax Organizer packages before Tax Season

o Preparing annual reports for management

o Renew staff licenses with the AICPA/FICPA, DBPR, and IRS PTINs

o Pull reports for project due dates especially for tax returns

Inventory Management

· Monitor inventory for office and kitchen supplies and restock as needed

· Order supplies as needed to prevent shortages/waste

· Quality check supplies received by printers/etc

· Order miscellaneous items as requested, such as HDMI/USB cords

Software: Word, Excel, Outlook; Adobe are essential. We will train on our time and billing / other software as necessary, but experience with the CCH Axcess / ProsystemFx

Job Type: Full-time

Pay: From $20.00 per hour

Expected hours: 25 – 30 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person