Job Title: Administrative Assistant Division/Department Administration
FLSA Status: Non-Exempt Reports to: Office Manager
Location: La Jolla Last Revision Date: 08/19/2021

SUMMARY OF RESPONSIBILITIES

Provides general office support with a variety of clerical activities and related tasks. The Administrative Assistant will perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to our managers and employees, assisting in daily office needs and managing our company’s general administrative activities.

QUALIFICATIONS

To perform this job successfully, the incumbent must be able to perform each essential key competency function satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

Must be able to work a flexible schedule which includes 55+ hours a week during tax season

KEY COMPETENCIES:

  • Prepare postage for all outgoing mail including but not limited to invoices, certified mail, overnight deliveries, packages and day-to-day mailings
  • Assisting with phones on the call queue
  • Covering Front Desk, when needed
  • Assembling client docs to be mailed or sent using Sharefile
  • Follow up with clients on outstanding documents
  • Binding Financial documents
  • Assembling Tax Returns
  • Taking certified mail and other mailings to post office when required
  • Logging and confirming delivery of all Certified mail and overnight deliveries
  • Assist with Collections and following up with clients on outstanding invoices
  • Taking down mail
  • Processing incoming mail and workpapers, and scanning as needed
  • Completing the daily deposit report for AR, and the weekly check deposit as needed
  • Maintaining Kitchen and general office cleanliness
  • Scanning client documents
  • Maintaining Docuware status for being added to the intranet
  • Filing and maintaining organized workspace
  • Assists with scheduling appointments and meetings
  • Taking Minutes for Admin meetings as needed
  • Assist with Billing, AR corrections, and printing reports when needed
  • Track down missing files
  • Preparing new hire work spaces
  • Picking up meals and supplies and going to post office as needed
  • Sending out client organizers and engagement letters
  • Other tasks and errands needed by Partners and professional staff

KNOWLEDGE AND SKILLS REQUIREMENTS:

  • Familiar with Accounting related software, to include CCH Axcess
  • Working knowledge of Microsoft Office Suite
  • Class D Drivers License needed, with a clean driving record
  • Excellent oral and written communication skills