Administrative Services Staff

Description

SUMMARY: Provides essential support to all departments of the firm, ensuring efficient office operations by performing a variety of tasks, including assembling tax returns and other documents, organizing and scanning Firm and client documents, and assisting with general administrative tasks by performing the following duties.

DUTIES AND RESPONSIBILITIES:

• Assembles tax returns both manually and electronically, audit reports/financials, and allocations.  
• Tracks client document submissions and manages workflow tools.
• Routes projects in the tax assembly and scanning pools.
• Organizes, creates barcodes as well as scan sheets and bookmarks as needed, scans, and ensures the quality and accuracy of documents in the Document Management and Scanning software.
• Verifies scanned information was read properly by CCH AutoFlow.
• Assists departments with downloading electronically signed documents. 
• Processes Firm deposits utilizing bank software and scanning equipment.
• Assists with billing processes, including invoice preparation, distribution, and follow-up.
• Assists in preparing engagement letters, client deliverables, financial statements, and other professional documents.
• Coordinates logistics for in-house Continuing Professional Education (CPE) programs, including scheduling sessions, preparing materials, and confirming attendance.
• Communicates CPE opportunities and deadlines to all staff and assists with related documentation in CPE tracking software to ensure compliance with licensing and regulatory requirements.
• Picks up and delivers mail to and from the post office, and sorts and distributes mail within the office.
• Manages outgoing mail, ensuring correct mail service is used, adding postage to mail and entering postage charge into Firm system. 
• Maintains office supplies inventory and equipment; coordinates with vendors for service requests as needed.
• Keeps common areas and supplies organized and clean for both client and Firm employee use.
• Provides reception desk coverage greeting clients, answering main phone line, validating guest parking and preparing conference rooms.
• Serves as back-up to deliver documents to clients in a timely manner, using Internet maps to plan the most efficient route and logging mileage for deliveries made outside of the office.
• May provide assistance in other departments of the firm as needed.

Requirements

COMPETENCIES:

• Ability to handle multiple projects simultaneously while maintaining consistency, accuracy and providing superior service.
• Ability to communicate well with others on staff, both orally and in writing.  
• Ability to manage work load and deadlines.
• Ability to adapt to changing technologies.  
• Must be dependable, well organized, punctual, detail oriented, and have the ability to prioritize tasks.
• Ability to work both independently and as part of a team with professionals at all levels.
• Works autonomously under the pressure of tight deadlines and multiple priorities.
• Must exhibit a high degree of professionalism including the ability to maintain the highest levels of confidentiality.

SUPERVISORY RESPONSIBILITIES:

This job has no supervisory responsibilities.  

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Education and/or Experience:

High school diploma or GED required, bachelor’s degree in Accounting, Business, or Finance preferred. One to three years of administrative experience; experience in a public accounting or professional services environment is a plus.

Other Skills and/or Requirements:

Must be at least 18 years of age and possess a valid Louisiana driver’s license. Reliable transportation in an insured personal vehicle required.  

Computer Skills:

To perform this job successfully, an individual should have working knowledge of the Internet, Microsoft Outlook, office equipment, computer hardware and peripheral devices. Ability to learn Firm-specific software such as document scanning software as well as Adobe Acrobat Pro. Ability to learn and run postage machine.

Firm Culture/Client Service:

Promotes the firm’s culture, including supporting Heard, McElroy & Vestal’s philosophy of developing a relationship with each client on a personal level, catering to their specific needs. Ability and judgment to interact and communicate appropriately with other employees, clients and management. Ability to serve clients, both internal and external (community/public) in a manner that will support superior client relations.  

Physical Demands/Work Environment:

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is frequently required to walk or use hands to finger, handle, or feel. The employee is occasionally required to stand, reach with hands and arms, and stoop, kneel, crouch or crawl. The employee must frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus. The noise level in the work environment is usually moderate.  

This job description reflects management’s assignment of essential functions. It does not prescribe or restrict the tasks that may be assigned. Heard, McElroy & Vestal shall, in its discretion, modify or adjust the position to meet the Firm’s changing needs. This job description is not a contract and may be adjusted as deemed appropriate in the Firm’s sole discretion.  

Heard, McElroy & Vestal is an Equal Opportunity Employer. We actively seek and employ qualified persons in all job classifications and administers all personnel actions without regard to race, color, religion, age, gender or sex (including pregnancy), national origin, ancestry, marital status, non-job related disability, veteran/military status, genetic information, gender identity, sexual orientation or any other characteristic protected by applicable federal, state or local law.