Administrative Assistant

Employment Type

: Full-Time

Industry

: Miscellaneous



Job Responsibilities:

  • Ability to professionally and effectively handle communications with internal personnel, as well as external clients and visitors, providing excellent customer service skills inclusive of upholding strict client and firm confidentiality.
  • Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
  • Assumes responsibility for maintenance of office equipment, including computers, copy machines and phones.
  • Ensure reception area is presentable, and ensure all phone calls are answered, screened and forwarding appropriately.
  • Manages and schedules conference rooms with thorough knowledge of details in each room, as well as knowledge of the video and phone conferencing system.
  • Provide administrative assistance including composing, typing or transcribing routine correspondences as required or requested Engagement Letters, Proposals, Tax Letters, etc.
  • Maintains file of correspondence or other records, electronically.
  • Provides additional administrative assistance to the Tax Department during busy season.
  • Assemble business and individual tax return packages for government filing and track e-filing process.
  • Process and mail year-end tax documents to clients, including tax organizers.
  • Electronically send tax returns and other documents securely to clients.
  • Collect, maintain, update and take ownership of client information by leveraging CCH Practice Management tools to keep client contact files up to date.
  • Process New Client Data Sheets.
  • Maintain company files, soft and hard copy alike; perform scanning duties to maintain company client files.
  • Manage, organize and update relevant data using database applications.
  • Performs other administrative or office duties as required or as assigned.

Qualifications:

  • Previous work experience in Public Accounting Firm, preferred.
  • Familiar with or willingness to learn basic accounting practices terminology.
  • Provide enthusiastic, responsive service to all clients, visitors and co-workers.
  • Superior level of accuracy in work and attention to detail.
  • Ability to handle all tasks in a timely manner and have a sense of urgency in a fast-paced professional work environment.
  • Expertise in Microsoft Word, Excel and Outlook. Including a comfort level in learning new computer programs and taking on news tasks for the betterment of the firm's workflow.
  • Works with 'Support Services Team' to align tasks and priorities with overall goals of firm and create and refine best practices for accomplishing support services tasks.
  • Experience ordering and maintaining office supplies.
  • The ability to work additional hours during busy season is critical.


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