Administrative Assistant/Receptionist

Job Description

Job Description

Administrative Assistant/Receptionist

Summary of Responsibilities

The Administrative Assistant/Receptionist performs clerical, tax processing, filing, and front office reception duties; works cooperatively with other members of the accounting team with the aim of providing positive client experiences and satisfaction. Performs general office functions and related work as required.

Essential Functions include but are not limited to:

Front Office Reception:

1. Answer and place telephone calls quickly, efficiently, and courteously using multi-line telephone system as well as receive and transmit messages accurately and promptly using email, phone, and fax

2. Greets clients as soon as they arrive in the office in a professional and friendly manner

3. Schedule appointments, conferences and meetings with clients for office personnel

4. Update and maintain appointment calendar for office personnel

5. Compose emails/memos/correspondence for transmittal to clients

6. Handle, route and maintain organization of incoming and outgoing mail

7. Maintain reception area, including conference rooms

8. Handle incoming and outgoing Federal Express, UPS, and other special shipments

Clerical and Filing:

1. Maintain routing sheets/client information copies

2. Type/bind financial statements, prepare for delivery to clients

3. Prepare payroll and business taxes for delivery to clients

4. Prepare engagement letters for signature

5. Type letters/memos for accountants, prepare for delivery to clients

6. Prepare year-end client mailings

7. Input new client information/prepare file folders, maintain client information database

8. Prepare and mail/email reminders to clients

9. Maintain organized filing and scanning of correspondence, billing, business/individual files

10. Maintain inventory of office supplies

Tax Processing:

1. Print and mail/email tax organizers

2. Log in/log out completed tax information, prepare for delivery to staff/clients

3. Pull weekly appointment files

4. Copy/scan individual/business/fiduciary tax returns for delivery to clients

Job Qualifications

1. Experience in a professional environment preferred

2. Knowledge of modern office methods and procedures, filing, telephone techniques and business English usage, spelling, grammar and punctuation; ability to read, write, speak and understand English proficiently

3. Ability to operate office equipment, including office technology, various software applications, Microsoft Office 365, multi-line telephone system, copier, fax machine, postage meter/scale, word processor, and 10-key calculator; ability to stand and sit for extended periods of time and to lift 20 pounds

4. Ability to perform administrative duties with speed and accuracy without immediate and constant supervision

5. Strong verbal, organizational and interpersonal skills.

6. Executes assignments of a confidential nature; requires ability to keep matters confidential

7. Ability to work in a fast-paced environment

8. Regular and consistent attendance

9. Performance is measured based on the quality of work, application of knowledge, ability to meet time constraints, and results achieved

Benefits

• Paid Vacation and Sick Time

• Six paid holidays per calendar year

• SIMPLE IRA Retirement plan provided for all employees with Employer Match

• Group Medical, Short-term disability, and Life Insurance

• Annual incentive bonus plan

• Approved continuing education and training costs

We are a full-service accounting firm licensed in IN. We offer a broad range of tax and accounting services for individuals and small businesses. We offer a family oriented and flexible workplace.

Company Description

We are a full-service accounting firm licensed in IN. We offer a broad range of tax and accounting services for individuals and small businesses. We offer a family oriented and flexible workplace.