Administrative Assistant

About the Firm

Our client, a well-established CPA and accounting firm, is seeking an experienced Administrative Assistant to join their professional team. This position is ideal for a detail-oriented administrative professional who thrives in a client-facing environment and takes pride in keeping office operations running smoothly and efficiently .

About the Role

The Administrative Assistant plays a critical role in supporting the office manager, welcoming and directing clients, and serving as the first point of contact at the front desk. This position is designed for a dependable, organized professional who can manage a variety of clerical and administrative responsibilities — including composing and editing correspondence — with accuracy and a positive attitude.

The ideal candidate is an excellent communicator with strong interpersonal and organizational skills, comfortable managing multiple priorities and deadlines, and confident working within Microsoft Office, Google Docs, and QuickBooks. This position is best suited for a professional who is familiar with office management procedures, thrives in a team environment, takes initiative, embraces new challenges, and is committed to delivering outstanding client service.

Key Responsibilities

• Promote and maintain excellent public relations with clients and prospects via phone and in person, serving as an ambassador for the firm.
• Maintain a neat office appearance and manage internal workflow, including recording of daily billable and non-billable time.
• Maintain client files in compliance with file retention procedures, including following regulations for former client tax files and shredding files no longer required to be kept.
• Contact clients to schedule financial stewardship appointments and update tracking sheets accordingly.
• Manage, sort, and distribute emails, letters, packages, phone calls, and other correspondence in a timely and appropriate manner.
• Plan and coordinate projects and assignments by organizing your schedule to meet deadlines and maintain compliance with company policy.
• Assist in tracking and coordinating accountants' schedules.
• Manage agendas, appointments, and calendars.
• Maintain, track, and replace office supplies — including printer and copier equipment — to avoid interruptions in front office operations.
• Address equipment issues or emergency situations as they arise.
• Assist colleagues as needed and perform other job-related duties as requested.

Qualifications

• High School Diploma required
• Associate's degree in a relevant field related to accounting or secretarial studies preferred.
• 2+ years of experience in a customer-centric business environment with administrative responsibility for office operations.
• An accounting background is helpful but not required
• Excellent leadership, time management, and organizational skills
• Have strong organizational skills to track, manage, and store client information and other important company details.
• Comfortable working on a computer and computer applications with advanced-level proficiency in Microsoft Office programs, Google Docs, and QuickBooks.
• Strong customer service skills with excellent communication skills, both verbal and written
• Ability to interact efficiently and successfully with both internal and external customers at all levels in a positive manner
• Ability to multitask, prioritize and be flexible with changing business needs in a team environment
• Must be able to commute to and work on-site in the Morgantown, WV area.

Compensation & Benefits

• Full-time, Monday through Friday schedule.
• Salary commensurate with experience and qualifications.
• 401(k) benefit included.
• A collaborative, team-oriented environment that values dependability, precision, and a positive client service attitude.

How to Apply

To be considered for this position, please submit your resume along with a cover letter addressing why you should strongly be considered for this position (email to View email address on click.appcast.io) , including the following:

• Describe your experience supporting office operations in a client-facing environment and how you've contributed to a smooth-running front office.
• Walk us through how you manage competing deadlines and priorities — give a specific example if possible.
• Rate your proficiency in Microsoft Office, Google Docs, and QuickBooks using the scale below, and briefly describe how you have used each in a professional setting:
• Beginner – Familiar with the basics; need guidance for most tasks
• Intermediate – Comfortable with common functions; can work independently on standard tasks
• Advanced – Power user; can troubleshoot, train others, and leverage complex features with confidence

Equal Employment Opportunity

Our client is committed to providing equal employment opportunities and will make employment decisions without regard to race, color, religion, national origin, citizenship, age, sex, gender, sexual orientation, sexual preference, gender identity or gender expression, veteran status, marital status, disability, or any other characteristic protected under applicable laws and regulations.

This job description does not list all duties of the job. You may be asked by supervisors or managers to perform other instructions and duties, and additional duties may be identified based on your individual skills and abilities. You will be evaluated in part based upon your performance of the tasks listed in this job description. Management has the right to revise this job description at any time. This job description is not a contract for employment, and either you or the employer may terminate employment at any time for any reason.