Job Title: Admin Asst Division/Department Administration
FLSA Status: Non-Exempt Reports to: Office Manager
Location: University Heights Last Revision Date: 03-15-2018

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
  • Assist with phones on the Call Queue
  • Covering Front Desk, when needed
  • Assembling client docs to be mailed or sent using Sharefile
  • Assembling Tax Returns, and Delivering Returns when needed
  • Follow up with clients on outstanding documents
  • Taking Certified mail and other mailings to post office when required
  • Assist with Collections and following up with clients on outstanding invoices
  • Logging and confirming delivery of all Certified mail and overnight deliveries
  • Processing incoming mail and workpapers, and scanning as needed
  • Maintaining kitchen and general office cleanliness
  • Filing workpapers and maintaining organized workspace
  • Scanning client documents and routing to the appropriate staff member
  • Assist with scheduling appointments and meetings
  • Creating new client profiles and projects in CCH
  • Taking Minutes for Admin meetings as needed
  • Track down missing files
  • Assist with Billing, AR corrections, and printing reports when needed
  • Preparing new hire work spaces
  • Picking up/ordering meals, and office supplies, and going to bank when 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 Access, Engagement and Sharefile
  • Working knowledge of Microsoft Office Suite
  • Class D Drivers License needed, with a clean driving record
  • Excellent oral and written communication skills