Administrative Assistant

2 weeks ago

San Diego, United States PKF San Diego, LLP Full time

Description:

This hybrid role balances those of an administrative assistant (approximately 65% of the time) and collection specialist (approximately 35% of the time) as a member of the Admin Department in a fun, fast-paced public accounting firm. The ideal candidate will exhibit high standards, excellent communication skills, and have an ability to take initiative, and prioritize daily tasks. A strong ability to take charge and meet tight deadlines will ensure your success in this multi-faceted role. 


The core duties and responsibilities of an Administrative Assistant revolve around supporting others. The job duties can vary widely, not just from job to job, but from day to day at the same job. On any given day, this may include a variety of administrative tasks.


The core duties of a Collection Specialist include contacting clients and collecting outstanding payments. This role requires a balance between maintaining trusting client relationships and ensuring timely payments. This requires handling multiple concurrent issues and assignments with varying priorities and adjusting work accordingly to meet deadlines. Professionalism and trustworthiness should be exhibited at all times. The Collection Specialist should have excellent communication and negotiation skills, as well as an ability to work independently.



Responsibilities Include:

Administrative Assistant – approximately 65% of the time

•         Cheerfully answering phones and greeting visitors

•         Collating and distributing office mail

•         Preparing client communications, such as emails, invoices, statements  and other correspondence

•         Preparing time reports for the audit department

•         Writing and editing documents as required (letters, reports, instructions, etc.)

•         Creating and maintaining filing systems in line with firm policies, both electronic and physical

•         Arranging for out-of-town travel, as required

•         Ordering inventory as required (office supplies, snacks, etc.)

•         Provide support to the firm’s Social Events committee

•         Assist the tax department administrative assistants when needed

•         Providing additional support for the audit department and the HR and Office Manager


Collection Specialist – approximately 35% of the time

•         Monitoring client accounts to identify outstanding debts on a weekly basis

•         Investigating historical data for each debt or bill

•         Contacting clients about their overdue payments

•         Proactively contacting clients about near-delinquent payments

•         Processing payments and refunds

•         Resolving billing and customer credit issues

•         Updating account status records and collection efforts on a bi-weekly basis

•         Reporting on collection activity and accounts receivable status on a bi-weekly basis

•         Appearances in small-claims court (as necessary)


Job Qualifications and Requirements:

•         Passion for product quality, customer service, and performance.

•         General knowledge of standard office equipment, such as printers and fax machines

•         Proficiency in Microsoft Office, with an emphasis on Excel, Outlook, and Word

•         Excellent time management skills and the ability to work both independently and as a team

•         Strong attention to detail and problem-solving skills

•         Excellent communication and negotiation skills (written and verbal)

•         Excellent interpersonal skills to establish and maintain effective relationships with employees, clients, and partners

•         Strong organizational skills with the ability to multi-task and handle multiple priorities

•         Professional attitude and ability to manage stress

•         High school diploma is required. An Associate’s or Bachelor’s degree is a plus

•         Familiarity with laws related to debt collection (e.g. FDCPA) is a plus



Job Type:

Full time


Compensation:

Commensurate with education and experience


Benefits:

•         Health, dental, and vision insurance.

•         Employer match on 401k contributions.

•         11 holidays and 15 days of PTO


Extracurricular:

•         Firm-sponsored activities (e.g. baseball & soccer games, holiday party, community service, etc.).

•         Discretionary alternative work schedule in the summer.


Location:

San Diego


PKF San Diego, LLP:

Based in Mission Valley, PKF San Diego, LLP has spent the past 30 years establishing a reputation for providing expertise and quality service to our clients by focusing on our core values: Passion, Teamwork, Clarity, Quality, and Integrity. We pride ourselves on developing long-term client relationships, providing exceptional service, and generating measurable results, always emphasizing a value-added approach. We view our clients as partners, working in tandem to achieve a shared goal and we work closely together to achieve success. Our services include tax preparation and planning services for corporations, partnerships, high net worth individuals, trusts and estates; assurance services, including audits, reviews, quality of earnings reports, and royalty audits; financial statement compilation and preparation services; IT services; and general business consulting services, including internal control consultations and tax strategy. We are independent members of both the Allinial Global and PKF International networks, which gives us a global footprint and allows us to extend our reach well beyond San Diego, California, and the United States. Our culture is collaborative, respectful, and human-centric. We develop our teams through mentorship, knowledge enhancement, and promoting a healthy work-life balance. One of our distinguishing marks is the variety of our clientele we serve, offering new and exciting opportunities for our employees in many different industries. And we are actively looking to grow our team



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