Administrative Associate II

4 weeks ago

Ocala, United States Shilts CPA, PLLC Full time
Job DescriptionJob Description

Primary Function

The Administrative Assistant II serves as the primary contact for forensic and valuation client service, incoming telephone calls, visitors to the lobby, managing front desk operations, assist staff with administrative tasks, and special projects on an as needed basis.

Summary

This is a professional position requiring a high level of skill and competency. The Administrative Associate II must be detail oriented and capable of multi-tasking and working with frequent interruptions. Excellent interpersonal skills and an aptitude for working with and relating to a wide variety of personalities are of utmost importance. A professional demeanor is expected at all times, with a strong work ethic and high energy and enthusiasm. Confidentiality of client information is critical in this position and industry.

Responsibilities

Front Desk and Lobby Operations

  • Unlock the door and open the office for business at 9am each day in accordance with company procedures.
  • Assist clients with their basic requests (copies of tax returns, info needed, etc.)
  • Backup for answering multi-line telephone system promptly and accurately ensuring that all calls are answered in a timely manner in accordance with company procedures.
  • Screening phone calls and routing clients to the appropriate staff person and/or provide information with speed and professionalism.
  • Provide superior customer service to clients and guests.
  • Preparation of office supply order for Director of Operations approval.

Administrative Duties

  • Daily outgoing mail preparation; ensure all mail is ready for the AM mail pickup.
  • Purchase postage needed for daily mail preparation from USPS.com.
  • Daily incoming mail distribution; open and deliver the mail to the appropriate staff.
  • Building Maintenance – Schedule repairs and services as needed or as directed.
  • Faxes – Send, receive, and deliver faxes from/to the appropriate staff.
  • Quality Control – Last point of contact for quality control. Serves as the last set of eyes on all outgoing correspondence, work, communications with clients, etc., is accurate and correct, for both themselves and other employees.
  • Making travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations.
  • Track required CPE hours and courses for all licensed staff. Assist with locating CPE courses and course registrations.
  • Team Building – Assist in organizing staff events.
  • Reporting - Pull reports on a predetermined basis and email to the appropriate party.
  • Liaise with the Administrative Team to handle requests and queries from staff and Partner.
  • Submit and reconcile expense reports.

Marketing

  • Prepare monthly Tax & Accounting and Forensic & Valuation eNewsletter for Director of Operations approval.
  • Prepare social media posts (Facebook, Instagram, Twitter, YouTube, LinkedIn) in accordance with the social media calendar for Director of Operations approval.
  • Entering and maintaining contact lists in OfficeTools and Constant contact for marketing/newsletter use.
  • Tracking birthdays, anniversaries, and social media accounts of clients.
  • Prepare annual client communications mailing list and content (ex. Move, Happy Thanksgiving, etc.) for the Director of Operations approval.
  • Prepare annual client gifts.

Billing & Collections

  • Execute Procedure & Collections

Calendar Management

  • Maintain Jacksonville Rooms Calendar
  • Maintain FVS Deadline Calendar
  • Maintain President Calendar

Forensic & Valuation

  • FVS Intake
  • FVS Document Organization & Indexing
  • FVS Engagement Letters – Author and distribute engagement letters as requested.
  • OfficeTools - Entering prospective FVS clients into OfficeTools and maintaining prospective list.
  • OfficeTools - Entering new FVS clients into OfficeTools and notifying staff.
  • Reporting - Pull reports on a predetermined basis and email to the appropriate party.

Special Projects

  • Special administrative projects as assigned.

Additional Duties

  • Seek greater roles in projects within Administration and other areas of competence.
  • All other duties as assigned.

Direct Reports

None

Budget Authority

None

Minimum requirements

  • Associates degree in related field or High School Diploma/GED and two (2) years related experience (previous work in customer service highly desired)
  • Superior communication and customer service skills
  • Previous legal or accounting firm experience preferred
  • Friendly, personable and able to communicate effectively with people from diverse backgrounds
  • Strong computer skills a must: proficiency in Outlook, Excel, Word
  • Ability to sit for extensive period of times and lift up to 30 lbs.
  • Florida Driver’s license and reliable transportation
Company DescriptionA public accounting firm offering not only traditional tax and accounting services, but also forensic and valuation services. We have offices in Ocala and JacksonvilleCompany DescriptionA public accounting firm offering not only traditional tax and accounting services, but also forensic and valuation services. We have offices in Ocala and Jacksonville

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