Administrative Staff

Summary: 
Administrative Specialist provides support services to accounting staff, managers, and partners, in addition to completing tasks assigned by the Administrative Services Manager. Updating and maintaining data tracking systems, processing & typing correspondence, reports, and miscellaneous items, filing, ordering, and stocking supplies. Interacts with clients in person and on the phone. Responsible for communicating client requests to staff and partners. 
 
Essential Duties and Responsibilities: 
•    Processing financial statements, tax returns, and other projects by using computer software and relational databases to perform necessary functions; processing and review completed tax returns.
•    Filing tax files, loose client paperwork, completed financial statements; filling in for other support staff as needed; archiving files; file investment statements monthly. 
•    Assisting in operating the firm’s telephone system, directing calls, relaying appropriate messages, and scheduling appointments. 
•    Responsible for the telephone call(s) made to the clients for tax return pickup and ultimately, that all tax returns have been given to the clients; Package financial statements and call clients for pick up.
•    Preparing deposit for the operating and trust accounts/scan into merchant site and print reports for entry. 
•    Responsible for office duties such as copier machines, office supplies, labeling files/shelves, internal forms, checklists, etc. 
•    Pick up, open, and distribute daily mail; monitoring and posting all outgoing mail.
•    Composing any required correspondence for staff.
•    Receiving visitors to the office and serving liquid refreshments to clients or guests on request.
•    Performs other duties as assigned.  

Minimum Qualifications:
•    Excellent Customer Service Skills. 
•    Excellent verbal and written communication skills.
•    Maintain a neat and organized work environment for maximum efficiency and productivity.
•    Maintain the strict confidentiality of the firm’s clients and business transactions. 
•    Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
•    Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.

Education and Experience:
•    HS Diploma required, BBA or related field preferred. 
•    At least 2 years of related experience required. 

Physical/Mental/Visual Demands and Work Environment:
•    This job is conducted in an office work environment, sitting most of the time, working on a computer. 
•    Must be able to exert up to 20 lbs. of force occasionally.
•    Some travel may be required.
Work Schedule:
•    Typically, Monday through Friday, 8am-5pm
•    Additional hours are required during peak season.

The statements on this document are not intended to be an all-inclusive list of duties and responsibilities of the job described, nor are they intended to be such a listing of the skills and abilities required to do the job.  Rather, they are intended only to describe the general nature of the job.  The Firm hereby expressly reserves the right to modify any or all job descriptions as it becomes necessary or appropriate.