Gray CPA, LLC is a small public accounting firm with two locations in the Twin Cities metro area, providing tax, accounting, and consulting services to many clients in a variety of industries and geographic regions. We are growing very quickly and expect that trend to continue over the next several years. We embrace and utilize technology in as many ways as we can, to be as efficient and secure as possible. Importantly, we are a client-centric firm, meaning we place heavy emphasis on their satisfaction and comfort with us as their advisors.

Role Summary:

The Office Administrator is a foundational role within the Administrative Department and reports directly to Client Experience Director. The person filling this role is the face of our firm to clients visiting our office, and our primary voice for clients that call. As such, having a passion for client service is a must. This position is responsible for assembling completed tax returns, receiving and distributing information provided by clients, and communicating with staff and clients, alike. The Office Administrator plays a key role in ensuring client satisfaction and adhering to standardized administrative processes. Regular interaction with the Tax and CAAS Departments is required to ensure cohesion across the firm.

Key Responsibilities:

• Assembling tax returns (electronic and/or paper copies) that are neat and organized for presentation to client
• Answering incoming phone calls and handling as appropriate
• Greeting and serving clients and vendors
• Maintaining the firm’s workflow/project management system
• Receiving, organizing, and scanning documents
• Uploading documents to client portal and retrieving documents from the same
• Handling and appropriately responding to information requests
• Arranging for delivery of documents
• Maintain high levels of client satisfaction through timely service delivery, prompt communication, and thorough understanding of client needs.
• Adhere to standard firm policies and procedures.
• Build and maintain strong relationships with clients and coworkers.
• Maintain and update various databases
• Contribute to a company culture that encourages top performance and high morale.
• Other tasks that contribute to the function of the office

Other Duties:

• Participate in weekly Administrative Department meetings.
• Participate in regular one-on-one conversations with the Client Experience Director.
• Set and complete quarterly Rocks.
• Be accountable for individual performance results, meeting goals, completing rocks, and meeting weekly scorecard metrics, etc.
• Ensure timely completion of project deliverables.
• Handle confidential information with discretion and integrity.

Requirements:

• Excellent customer service skills and innate desire to be helpful
• Superb communication, organizational, and time management skills
• Ability to work with minimal supervision while fulfilling all obligations
• Ability to prioritize work to balance multiple projects and deadlines
• Proficiency in Microsoft applications
• Possess an unquestionable level of integrity
• Must be able to meet requirements of company background check policy requirements.
• Proficiency in various software applications, with an aptitude to learn new ones quickly.
• Excellent analytical, time-management and organizational abilities.
• Show potential for exceptional leadership and team management skills.
• Strong attention to detail and a commitment to high-quality work.
• Effective communication and interpersonal skills to interact with all levels of staff and clients.
• Ability to be strategic and detail-oriented with excellent problem-solving skills.
• Strong decision-making capabilities and accountability.

Qualifications:

• 3 full years of experience in an office environment; strong preference for experience in a tax office
• High school diploma or GED required; Bachelor’s degree preferred
• Experience with tax software is a huge plus

Our Tech Stack:

• CCH Axcess Tax
• CCH AutoFlow
• Canopy
• Microsoft 365 (entire suite of applications)

Job Type: Full-time

Pay: $18.00 - $22.00 per hour

Expected hours: 35 – 50 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Office: 3 years (Required)
• accounting firm or other professional services: 1 year (Preferred)

Work Location: In person