Things to Note

• Due to recent internal promotion, we are excited to be hiring for this position again!
• Please submit a cover letter with your resume.

Smith & Associates, CPAs Mission and Values

At Smith & Associates, we provide the highest quality compliance, assurance, and advisory services to assist individuals and businesses in a wide range of industries. Our professionals partner with our clients to meet their personal and strategic goals. We are passionate about our work and aim to provide best-in-class service.

We value a team culture built on collaboration. Together we do things right, by doing the right thing,

• We hold ourselves to the highest level of integrity and ethical standards, in our families, our community, and in our work.
• We are honest, transparent, and authentic in what we say and do; with each other, with our customers, partners, and our vendors.
• We are empowered to make informed decisions in the best interests of our clients.
• We are committed to continuous learning and innovation. We are imperfect and learn openly from our mistakes. We celebrate our successes often.
• Together, we work hard for our team and clients, and we have fun doing it.

Position Title: Administrative Assistant/Receptionist (Hourly)

Summary of Duties

The Administrative Assistant/Receptionist is responsible for planning and organizing the day-to-day administration of the office. The Administrative Assistant/Receptionist is the initial point of contact for firm clients providing polite and professional assistance with scheduling, routing of phone calls and messages, and greeting office visitors. This position requires a high level of accuracy and attention to detail as it is the first point of client contact and information flow into the office. The utmost care in confidentiality and integrity is required. The position requires presence onsite during business hours as scheduled including Saturdays January through April. This position reports to the Human Resources Director (or other delegate), and is mentored by the Professional Services Specialist (PSS).

The Administrative Assistant is ultimately responsible for:

Clerical and Reception

• Greet and assist visitors who arrive in the office in a courteous and prioritized manner
• Manage multi-line phone system. Answer and correctly route all incoming calls and e-mails ensuring messages include all necessary information for staff response
• Prepare and supply conference room for client and staff meetings
• Arrange and coordinate meetings and calls according to individual staff scheduling requirements
• Process tax returns, extensions, quarterly estimated vouchers, financial statements, and miscellaneous forms both in paper and electronic format
• General management of secure client portals (or other client facing technologies) and user assistance with accessibility
• Communicate clearly with clients and professional staff
• Document changes to administrative tasks and firm procedures upon implementation of changes.
• Accurately maintain both electronic and paper files per firm procedures
• Maintain client rolls and chart-in client information per firm policy with exceptional accuracy
• Assist professional staff with clerical tasks as needed in a timely manner
• Prepare staff meeting reports, document and maintain firm meeting agendas and minutes within Firm guidelines

Facilities

• Oversee overall appearance of office space, furniture, and accessories
• Purchase office and kitchen supplies as needed with reasonable judgement considering the needs and comfort of clients and staff
• Assure office equipment and technology is maintained and repairs are handled quickly
• Make recommendations for updates and improvement to overall appearance and functionality of the office environment

Financial

• Accurately prepare and send professional invoices for services provided
• Manage accounts receivable within firm guidelines
• Make and record bank and credit card deposits
• Enter accounts payable from vendor invoices and maintain vendor files

Practice Development

• Maintain firm website to ensure accurate, relevant, and up-to-date information at all times
• Maintain professional and timely internet presence through social media tools in coordination with PSS.
• Order all firm business cards, promotional items, and other supporting materials
• Assist in recommendations for updated promotional campaigns
• Contribute to and participate in ongoing strategic planning meetings and goals. This may include planning and implementing new firm projects

Professional Development

• Choose and attend at least 20 hours of approved skill set enhancement courses annually

Other tasks as assigned

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Job Type: Full-time

Pay: From $20.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Health savings account
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Yarmouth, ME 04096: Relocate before starting work (Required)

Work Location: In person