Administrative Assistant - CPA Firm

Administrative Assistant

Performs administrative and secretarial work, sometimes of some complexity, requiring independent judgment for, but not limited to, the Partner/Managers for whom they are primarily providing support. The duties include, entering time using time-keeping software on behalf of Partners/Managers or department staff, processing billing to specifications and on Firm timeline, processing expense reports, general office functions and performs related work as designated.

This position also supports the Tax department in the accurate tracking of all tax returns generated by the firm, helping in ordering supplies and forms directly related to the Tax Department. Conducts or manages scanning requirements for document storage as defined or requested.

Duties and Responsibilities:

• Composes, types or transcribes routine correspondence or other writing duties as required/requested (Engagement letters, proposals, tax letters, etc.)
• Maintains file of correspondence or other records, electronically or in paper
• Maintains control file of all matters in progress for each assigned Partner/Manager
• Maintains procedures that impact any aspect of Tax Administration processes
• Completes Billing and Invoicing for all assigned team members.
• Enters Time and Expenses for assigned Partners/Managers
• Interprets policies and procedures as established by superiors
• Drafts financial, statistical, narrative, and/or other reports as requested
• Arranges, participates in, and implements, as directed, conferences and committee meetings
• Shares Office duties if working hybrid: office filing, kitchen clean-up/organization, front desk receptionist
• Performs related duties as assigned by supervisor and department staff
• Provides backup Receptionist duties as requested if working hybrid
• Answers routine questions, aids clients where possible or routes calls to appropriate staff members
• Schedules appointments and maintains calendars for any assigned Partners as requested or required
• Primary CRM support for assigned support team
• Makes travel arrangements, as requested or required
• Arranges internal/external meetings or conferences and may be asked to take notes/minutes
• Receives, reads and routes incoming mail to Partner or department staff as appropriate or as requested/required
• Works with Partner/Manager to resolve various issues for clients as requested
• May be requested to run client-related errands
• Overtime may be required during Tax season (Feb – April 15; July; Sep – Oct 15) and at other critical times of the year
• Performs related duties as assigned by partners and tax staff.
• Assembles, changes and mails tax returns.
• Orders and distributes tax-related supplies and publications
• Scans all tax materials to appropriate & designated applications.

Knowledge, Skills, and Abilities:

• Ability to accurately and effectively manage aggressive deadlines and timelines.