Secretary/Bookkeeper

Job Overview:

We are a boutique accounting firm in northern Cheektowaga near the Kensington expressway. We are searching for a responsible, reliable, team playing customer facing Front Desk Secretary who also does Bookkeeping. This position will be responsible for bookkeeping clients and front desk administrative tasks along with customer relations. There will be an opportunity to work on tax returns as progress in job. This role will perform a variety of clerical and some administrative tasks while diligently ensuring efficient smooth day-to-day operations and needs of our office, including the ability to communicate effectively, manage a large volume of calls, and facilitate flow of work through the office. As such, you will be the initial and final point of contact for most client interactions and instrumental in maximizing client satisfaction. This role will promote client collaboration to obtain papers needed in office, including documentation not received in a timely manner. This position fosters a service attitude to cooperatively provide the highest quality service to clientele, prospective clients, and visitors. It assures clients perceive our value through an environment of mutual confidence, trust, high ethics, empathy, and respect.

One should maintain a professional appearance, be courteous, have a pleasant personality, demeanor to deal with occasional irascible clients and interact with office staff, for this front facing customer service role. It is crucial in this role to maintain a positive professional attitude and trusting relationships when interacting with and being a source of information for clients and colleagues. This job requires aptitude to problem solve, be resourceful and proactive when issues arise, and deal with snags in a timely effective manner, while streamlining office operations. Stress management skills are essential. Ultimately, the duties and responsibilities are to welcome clients positively, execute all tasks to the highest quality of standards, maintain confidentiality, interact politely, positively, and cooperatively with other office staff, and operate with discretion relative to personal, private, and business matters.

The ideal candidate will be someone who can serve the needs of the business while staying atop of many tasks proceeding in a professional assiduous manner. One must be willing to learn/perform new tasks quickly, effectively, consistently, providing exceptional detail and accuracy. An effective Secretary works independently, anticipates fast-paced needs, discerns work priorities among multiple directions, with concurrent assignments, under tight deadlines despite frequent interruptions, has eye for details, and demonstrates willingness and ability to manage shifting priorities with minimal to no direct supervision. The successful candidate will be a confident, assertive self-starter who is goal-driven. The individual must have remarkable organizational, verbal, written, analytical, and interpersonal communication skills. They should do so with high attention to detail and accuracy, while able to proofread and edit for errors and accuracy in grammar, spelling, formatting, and intent of information. They should be able to interpret a variety of instructions furnished in various styles.

If you have experience as a Secretary with Bookkeeping experience within the accounting industry, we would like to meet you. If you are looking for an environment that encourages growth, development, continually learning new skills, is open-door, and friendly, apply to become a member of our incredible talented team.

Benefits:
•    Family Friendly Culture
•    Competitive Salary
•    Life insurance
•    408(k) Retirement
•    Paid Time, Holiday, and Sick Time Off
•    Bonuses Available
•    Professional Development encouraged

Position Summary - Tasks include but are not limited to:
assure coverage of accounting front desk, assemble & file documents/information, scan/clear it, shred, set up forms/help clients understand them, compose & or type various types of letters as needed, make/answer, screen, & redirect phone calls, oversee/fill in tax return logs/slips/sheets with accuracy/validity, accept client payments, letters & envelopes, record & send faxes, handle postage issues, maintain file room, maintain client files for staff physically & in client portals, enter/update data, prepare & send out periodic mailings, respond to e-mails, track/assist incoming & outgoing documents including confidential tax returns & ensure signing of e-file forms, send to appropriate staff through appropriate method, follow up with clients, greet clients – verify up to date information in system via phone & in person, schedule/confirm appointments & missed ones, be adept with multiple calendars for scheduling appointments, oversee DAILY office tidiness, track workflow, maintain inventories of supplies/inform office manager when low, prepare sales and payroll tax forms, 1099 and other forms, do bookkeeping, use a basic knowledge of income tax & perform other related duties assigned by the supervisor

Qualifications:
•    High School Diploma or Equivalent
•    Proficient with Microsoft Word, Excel, and Outlook
•    Excellent ability to Communicate Clearly & Professionally both Verbally & in Writing
•    Known capability with Stress Management, Confidentiality, and Being personable with other staff members.
•    Must have the ability to work independently but also able and willing to follow instructions from a supervisor.
•    3 years’ Experience in a comparable role in an Accounting Office
•    Proven Ability to Multitask, Prioritize and Meet Deadlines
•    Experience with QuickBooks, QuickBooks Online, Lacerte, SmartVault and Acrobat
•    Hands-On Experience/Working Knowledge of office equipment (e.g., printer, voicemail, messaging system, copier, fax, scanner, shredder,       postage and credit card machines, computer)
•    Ability to work flexible overtime during tax season, including Sundays (part time hours available over summer)

PHYSICAL DEMANDS OF THE JOB:
Ability to occasionally lift objects without assistance, sit for extended periods of time, and escort clients.

Please Note:
• The total salary package is not represented within the salary range posted, as benefits and any overtime pay earned are not included therein.
• This position is Full Time over tax Season and can be full or part time over the summer. Please note which you are applying for in your cover letter.
• This opportunity is located in Cheektowaga, New York and will need the ability to work some overtime at peak periods or other deadline-related timeframes. Must attend work as established by employer without excessive absenteeism and be ok with some closed office days a year.
• Must reliably and consistently work on site in person: Cheektowaga, NY 14225 (Required.)
• This job description does not cover or contain a comprehensive listing of activities, duties or responsibilities required of the employee for this job. They may change any time with or without notice.
***Applicants who have not worked at least one year as a receptionist/secretary and who do not have hands on bookkeeping experience will not be considered or replied to. No phone calls please.***