What are the responsibilities and job description for the Administrative Assistant position at Accounting Group of Western New York, CPA, PC?
We are seeking a dependable, organized, and detail-oriented Office Administrative Assistant to work closely with and report directly to our Front Office/Bookkeepers.
This role combines front desk responsibilities with administrative, bookkeeping support. We’re looking for someone who communicates clearly, follows through on tasks, and is comfortable learning new software and office procedures.
This is an on-site position in Elma, NY. Saturday availability is required during peak tax season, February–April.
Tax experience is not required. Training will be provided on our office procedures and software.
Responsibilities
- Greet clients and visitors in a friendly, professional manner.
- Answer and direct phone calls, take accurate messages, and assist with emails and client inquiries.
- Schedule appointments and help maintain office calendars.
- Scan, file, copy, and organize documents accurately.
- Assist with client onboarding, tax intake, and follow-up requests for missing information.
- Help assemble and process completed tax returns, signature forms, and related paperwork.
- Support basic bookkeeping tasks, including accounts payable, accounts receivable, data entry, and QuickBooks file preparation.
- Assist with property management records, including lease paperwork, payment information, and document tracking.
- Handle incoming and outgoing mail and help maintain office supplies.
- Track assigned tasks and communicate outstanding items to the team.
- Handle confidential client and financial information with care.
- Provide additional administrative support during tax season.
Qualifications
- Previous office or administrative experience preferred.
- Familiarity with basic banking or bookkeeping tasks.
- Strong organizational skills, attention to detail, and follow-through.
- Excellent phone etiquette and clear verbal and written communication.
- Proficiency with Microsoft Word, Excel, Outlook, and general office technology.
- Ability to manage multiple tasks, follow established procedures, and ask questions when clarification is needed.
- Ability to work independently after training and cooperatively with the team.
- Professional, friendly demeanor and dependable attendance.
- QuickBooks and/or property management software experience is a plus.
Schedule:
- Monday–Friday, 9:00 AM–5:00 PM
- Saturdays during peak tax season, February–April