Administrative Assistant

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Job Description

Summary:

Well established, highly profitable CPA firm seeks an Administrative Assistant to support two of the firm's Partners, and related staff. This firm offers a very reasonable work life balance, overtime paid at time and one half, challenging assignments, and very good career growth potential. Under administrative review, you will be responsible for initiating and coordinating the clerical and secretarial functions required in effective implementation of administrative policies of the Accounting & Auditing Department. Prefer candidates currently supporting upper management within a professional services (CPA / law / engineering / medical) firm and has particular expertise in managing complex schedules and making travel arrangements.

Duties and Responsibilities:

1. Schedules appointments and keeps appointment calendars for Partners/Managers/Directors, as requested or required
2. Arranges, participates in, and implements, as directed, conferences and committee meetings
3. Inputs Partner/Manager/Director time to the time entry system as requested
4. Prepares monthly expense reports for Partners/Managers/Directors as requested
5. Coordinates the activities of, and provides professional service for Partners, Managers and / or Directors
6. Helps Partner/Manager/Director with invoicing
7. Performs typing and transcription duties as required
8. Establishes procedures that implement operational and/or fiscal policies
9. Interprets policies and procedures as established by management
10. Compiles data based on research techniques and on statistical compilations involving an understanding of operating unit programs, policies, and procedures
11. Drafts financial, statistical, narrative, and/or other reports as requested
12. Provides authoritative information that tends to establish precedents and which may commit a unit or management to a policy or course of action
13. Independently composes reports and correspondence containing decisions that tend to establish precedents and which may commit a unit or management to a course of action
14. Coordinates the activities of, and provides semiprofessional service for Partners and Managers
15. Signs in behalf of management, as delegated, his or her name to correspondence, requisitions, vouchers, and other forms of consequence
16. Makes travel arrangements, as requested or required
17. Receives and routes incoming mail to Partner/Manager/Director or other employees as appropriate or as requested/required
18. Answers routine questions, aids clients and office visitors where possible or routes calls to appropriate employees/Partners
19. Works with Partner/Manager/Director and/or other employees to resolve various issues for clients as requested
20. Arranges, participates in, and implements, as directed, conferences and meetings (both internal and external meetings). May be asked to attend and take notes in some meetings
21. Answers phones and takes messages as necessary
22. Screens telephone calls as requested
23. Composes types or transcribes routine correspondence or other writing duties as required/requested
24. Maintains procedures that implement operational and/or fiscal responsibilities
25. Relieves receptionist as scheduled or requested.
26. Maintain office areas as requested (i.e. ensure kitchen tidy etc.)

Non-Essential Duties

1. Performs other related duties as assigned/requested by Partners
2. May be requested to run client or office related errands

Working Conditions:

1. Occasional overtime work required throughout the year. Paid at time and one half.
2. Ability to lift, carry, store large files/boxes - up to 10lbs of weight
3. Minimal Hazards.
4. General office working conditions

Knowledge, Skills, and Abilities:

1. Good interpersonal skills, able to get along with many kinds of personalities
2. Ability to accurately deal with difficult and complex financial data and handwritten comments.
3. Ability to accurately and effectively manage aggressive deadlines and timelines.
4. Very detailed oriented
5. Self-Sufficient, requiring minimal supervision - able to work independently, with good judgment
6. Knowledge of office equipment printers/fax/scanners
7. Strong verbal and writing skills
8. Strong organizational skills
9. Ability to maintain confidentiality
10. Dependable, Excellent attendance
11. Proficient in Microsoft Office Tools (WORD, EXCEL, Outlook)

Minimum Qualifications:

1. High school diploma minimum requirement, some college preferred.
2. Two (2) years of clerical experience, organization, coordination, and performance of duties at a responsible level.
3. Typing skills of 50+ WPM
4. U. S. citizen or U. S. Permanent Resident

Success Factors:

1. Executes assignments of a confidential nature; requires ability to keep matters confidential.
2. Strong verbal, organizational and interpersonal skills.
3. Outstanding oral and written communication skills
4. Excellent customer service skills

Additional Information