Administrative Assistant

JOB SUMMARY:

The Administrative Assistant works closely with Management and other employees to organize files, create correspondence, and prepare Excel reports and/or documents. Their job is to complete a range of clerical tasks including managing calendars, sorting mail, preparing invoices, collecting payments, and data entry. They may also be responsible for engaging in event planning and meeting setup and implementation.

ESSENTIAL FUNCTIONS:

1. Answer phones and greet visitors
2. Order office supplies
3. Schedule appointments and maintain calendars
4. Work with the property manager to ensure that all inspections, repairs, and maintenance are up to date
5. Schedule and coordinate staff and other meetings
6. Collate and distribute mail
7. Prepare communications, such as memos, emails, invoices, reports, and other correspondence
8. Write and edit documents from letters to reports and instructional documents
9. Create and maintain filing systems, both electronic and physical
10. Reconciliation and data entry of client banks, credit cards and coding to the correct accounts, working on estates and trusts accounts.
11. Scanning documents into the DocRecord System with the use of Konica Minolta equipment

WORKING CONDITIONS:

Work is performed primarily in an indoor office environment, free from extreme weather conditions. Work may include a moderate amount of noise (business office with computers, phones, and printers)

KNOWLEDGE, SKILLS AND ABILITIES:

1. Ability to quickly and thoroughly learn new software and processes
2. Must have excellent organizational and time management skills
3. Attention to detail, ability to self-review and take direction as well as constructive criticism
4. Must have the ability to communicate with clients and coworkers via email and phone in a professional manner
5. Problem-solving skills

TRAINING, ACADEMIC AND EXPERIENTIAL REQUIREMENTS:

1. Administrative/Office Manager with experience in a CPA/Accounting firm
2. Experience with procedures in QuickBooks, Payroll, Microsoft Excel, Word, Adobe
3. Excellent written and verbal communication skills

PREFERRED QUALIFICATIONS:

1. Bachelor’s degree in business administration or a combination of related fields of study and/or work.