What are the responsibilities and job description for the Receptionist/Administrative Assistant position at Gerety & Associates CPAs?
Job description
- Opens and closes the reception area each business day*
- Unlocks/locks door and turns on/off phone system
- Greets Clients*
- Informs staff of visitor’s arrival and provides visitor’s name
- Offers visitor water or coffee
- Ensures no visitor or client is left to wander the building unescorted
- Phones*
- Answers phones
- Learns voice mail system; mplements alternate messages for holidays and office closures
- Keeps extension list updated and distributes new extension list to all employees
- Mail & Packages
- Opens, sorts and deliver incoming mail; accepts and distributes incoming packages
- Delivers afternoon mail to post office each night
- If certified mail/return receipt requested, writes client name, year, and document description on the certified mail receipt
- Makes copy of the certified mail receipt
- Brings stamped certified mail receipt back the next morning and tapes on to copy made previous day
- Learns Pitney Bowes USPS mail terminal
- Notifies Firm Bookkeeper when the postage meter is low on funds
- Applies funds to mail terminal
- Puts postage on all outgoing mail and maintains mail log for certified mailings, mail addressed to IRS or government agency, or as requested by sender
- Maintains supply of preprinted Certified mail forms for IRS addresses
- Maintains Pickup Log
- Arranges for courier service to pick up and/or deliver client packages, completing the Shipping & Delivery Request form, and enters client expense in billing software
- Arranges for packages to be shipped via FedEx, completing the Shipping & Delivery Request form, and enters client expense in billing software
- Orders mail and FedEx supplies, such as certified mail forms and envelopes
- Assists Administrative team with stuffing envelopes as needed
- Conference Rooms
- Prints conference room daily calendar and posts on conference room doors each morning by 9:00am
- Schedules conference rooms as requested
- Payments
- Processes credit card payments
- Emails copy of credit card receipts and credit card settlement, automatically generated the following day, to CFO and Firm Bookkeeper, and notifies both by email
- Maintains Excel spreadsheet of monthly or recurring credit card payments sorted by date and checks it daily to process necessary recurring payments per Credit Card Authorization form
- Check payments: Receives cash payments and forward to Shareholders
- Cash payments: stamps invoices “Paid”, signs and indicates cash payment where appropriate; forwards cash to Office Manager to prepare deposit slip, and forwards receipts stamped “Paid” to Firm Bookkeeper for posting.
- Miscellaneous
- Prints employee business cards as needed and maintains supply at front desk and in copy room
- Circulates newsletters, publications and reading materials to appropriate staff members per distribution list
- Maintains supply of envelopes and labels for processing in copy room
Assists Administrative team with special projects as needed
Job Type: Full-time
Job Type: Full-time
Pay: From $18.50 per hour
Work Location: In person
Salary : $19