Administrative Assistant/Receptionist

POSITION SUMMARY: Provides general office and administrative duties for the accounting staff and managers, including a variety of clerical activities and related tasks. Must be an energetic and friendly self-starter with the ability to coordinate and prioritize work to meet deadlines. Manages and supports the front desk area to include answering incoming calls, directing calls to the appropriate staff, mail distribution, flow of correspondence, processing and mailing tax returns, replenishment of supplies as well as any other tasks and duties as assigned. Position requires discretion and sound judgment regarding firm and client sensitive information.

RESPONSIBILITIES:

To perform the following tasks as assigned:

• Assists with payroll related data entry functions as directed.
• Prepares routine correspondence, letters, memorandum, forms, reports, labels for files, and other documents.
• Uses knowledge of various software programs to operate computer in an effective and efficient manner.
• Ability to maintain client confidentiality and exercise judgment regarding sensitive materials.

To effectively communicate with clients and staff in an enthusiastic, positive, and professional manner:

• Greets clients/visitors and informs accounting staff when clients arrive.
• Answers the telephone; takes and relays messages and/or directs calls to the appropriate personnel; returns calls as necessary.
• Routinely examines the office calendar for all office personnel to review the days schedule and provide contact information for clients.

To perform administrative duties in an accurate and timely manner:

• Schedules appointments as directed by office personnel.
• Retrieve, create, and/or return client files as directed by accounting staff.
• Gathers and records new client information.
• Receives, opens, and distributes incoming mail; prepares and mails outgoing mail. May be required to take mail to the post office for mailing.
• Copies, scans, processes, faxes, and files tax returns, documents, and other materials.

To diligently maintain the professional appearance and organization of the office:

• Keep copiers/printers filled with paper.
• Order and/or pickup supplies as needed.
• Replenish refrigerator with drinks.
• Make coffee or other drinks for clients.
• Water plants.
• Make sure that the appearance of the office is clean and professional, including all common areas (including kitchen).

SUCCESS FACTORS & CORE COMPETENCIES

• Demonstrate the firm’s Mission and Core Values.
• Provide excellent client service and see ways to add value.
• Identify client needs and opportunities to provide mutually beneficial additional services.
• Ability to multitask and prioritize requests.

MINIMUM QUALIFICATIONS FOR POSITION

• Experience in office support duties
• QuickBooks experience is preferred
• 2 years prior experience in office administration duties preferred
• Proficiency in Microsoft Office
• Driver’s license and vehicle required

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential function of this job.

• Physical demands: Extended periods of sitting, typing, and monitor viewing; lifting and carrying files up to 10 pounds; driving to perform administrative and office tasks as need.
• Occasional overtime may be required in order to meet deadlines
• Occasional travel to client offices and other locations
• General office working conditions

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• Paid time off
• Parental leave

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• High school or equivalent (Preferred)

Work Location: In person