Secretary/Receptionist/Administrative Assistant

Job Overview:

We are a boutique accounting firm located in northern Cheektowaga near the Kensington expressway. We are searching for a responsible, reliable, team playing customer facing Front Desk Administrative Assistant. This role will perform a variety of clerical and some administrative tasks while working diligently to ensure efficient and 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 an Administrative Assistant, you will be the initial and final point of contact for most client interactions and therefore instrumental in maximizing client satisfaction. The Administrative Assistant will promote client collaboration to obtain papers needed by the office, including documentation not received in a timely manner. This position fosters a service attitude to cooperatively provide the highest quality service to clientele, including 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 and 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 and stay on top of many tasks while proceeding in a professional assiduous manner. One must be willing to learn and perform new tasks quickly, effectively, consistently, and provide exceptional detail and accuracy. An effective Administrative Assistant works independently, anticipates fast-paced needs, discerns work priorities among multiple directions, with concurrent assignments, under tight deadlines despite frequent interruptions, has an eye for detail, and demonstrates a 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, strong verbal, written, analytical, and interpersonal communication skills. They should do so with high attention to detail and accuracy, by being 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 previous experience as an Administrative Assistant and familiarity within the accounting industry, we would like to meet you. If you are looking for a work environment that encourages growth and development, continually learning new skills, and is open-door and friendly, contact us today to become a member of our incredible and talented team.

Benefits:

• Family Friendly Culture
• Competitive Salary
• Health and Dental insurance available
• Life insurance
• 408(k) Retirement
• Paid Holiday and Sick Time Off
• Bonuses
• 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, change/fill necessary office equipment accessories, set up forms/help clients understand them, compose various types of letters & type others as needed, make/answer phone calls, screen, & redirect calls on a multiline phone system, 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 both physically & in client portals, enter/update data, prepare & send out periodic mailings, respond to e-mails, track/assist with 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, manage conference rooms & calendars, coordinate/oversee DAILY office tidiness, track workflow, maintain inventories of supplies/inform office manager when low & perform other related duties assigned by the supervisor

Minimum Qualifications:

• High School Diploma or Equivalent
• Experience in a related role
• Proficient with Microsoft Word, Excel, and Outlook
• Ability to Communicate Clearly and Professionally both Verbally and in Writing

Preferred Qualifications:

• Associate degree or Higher
• 2 years’ Experience in a comparable role in an Accounting Office
• Excellent Communication Skills Verbally and in Writing
• Proven Ability to Multitask, Prioritize and Meet Deadlines
• Experience with QuickBooks, Lacerte, SmartVault and Acrobat
• Hands-On Experience/Working Knowledge of office equipment (e.g., printer, voicemail, messaging system, copier, fax, scanner, shredder, postage machine, credit card machine, computer)

PHYSICAL DEMANDS OF THE JOB:

Ability to occasionally lift objects without assistance, sit for extended periods of time, and escort clients.

Please Note:

• This is a full-time opportunity located in Cheektowaga, New York which 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.

• COVID-19 considerations: Our people are our most important asset. Must be vaccinated for Covid-19.

• 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.