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Executive Administrative Assistant

3 months ago

Rapid City, United States Ketel Thorstenson LLP Full time
Job DescriptionJob DescriptionDescription:

KT is seeking an efficient, motivated, and energetic individual to join our team in person in the Rapid City, SD office. The Executive Administrative Assistant is an integral member of the accounting services department who is responsible for the overall client experience, from intake through delivery. This role supports our firm's accounting service professionals and acts as a liaison between the client and the firm. This position involves a combination of billable and nonbillable time.


Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.


Responsibilities

  • Be a valuable member of the Team.
  • Provide exceptional service to employees and partners supported. This includes assisting with the organization of tasks, monitoring deadlines and preparation for meetings.
  • Maintain department calendars.
  • Communicate weekly on call team members to firm.
  • Distribute daily mail to work groups.
  • Serve as the 1099 organizer.
  • Assist with monthly billing.
  • Organize bi-monthly department meetings to include scheduling, room reservation, creating agenda, taking and posting minutes.
  • Order department specific supplies and bill to clients.
  • Scan documents as requested.
  • Email, fax, file 8655s, POA and W9s
  • Create, scan, file and mail engagement letters
  • Manage department service request emails.
  • Monitor Quickbook request emails and assist members with access.
  • Manage go file room Que, review workflows, monitor processing and E File Q, clean up, run reports, and set up workflows.
  • Assist with accounts payable and receivables.
  • Create conversion workflows and Go File Room acknowledgements for OnPay.
  • Add staff and clients to Bill.com.
  • Prepare and proof professional communication.
  • Serves as administrative trainer as requested.
  • Attend Administrative Team meetings and offer feedback on possible efficiencies, improvements, hurdles, etc.
  • Suggest opportunities to standardize our current processes in client engagements and internal departmental functions. Assist the group in operationalizing approved standardization ideas.
  • Manage digital processing, copying and binding of all financial statements.
  • Provide workflow tracking support and due date lists as requested.
  • Manage multiple engagements and competing priorities in a fast-paced environment.
  • Provide support to the Firm Administrators and others as needed on projects.
  • Serve as a back-up for phone and front desk coverage as needed.
  • Provide excellent client service and communications while developing and maintain outstanding client relationships.
  • Serve as a back-up for other Administrative Team members as time allows. Learn the necessary skills to support general duties applicable to all Administrative Assistants.
  • Demonstrate a high-level commitment to KTLLP; possess a positive attitude and respect for others; able to have fun.
  • Other duties as assigned by Partner-in-Charge or other member of the Partner group.


Requirements:

Required Qualifications

  • High School degree or GED, an associate’s degree in related industry preferred
  • At least three years of experience - Experience with a public accounting firm or professional services firm is highly desired.
  • Willingness to put forth the effort needed to meet compliance and Firm deadlines, as well as meet client expectations
  • Proficiency in Microsoft Office Suite.
  • Excellent verbal and written communication skills and the ability to establish and maintain effective working relationships with co-workers.


Core Competencies

  • Professionalism
  • Integrity / Ethical Conduct
  • Critical Thinking
  • Problem-Solving
  • Organization
  • Prioritization
  • Multi-tasking
  • Team Oriented with the ability to work independently.


Additional Requirements

  • Valid State Driver's License
  • Must be able to operate a motor vehicle and meet insurance requirements following a motor vehicle record check.
  • Work Environment and Physical Demands
  • This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, scanners, and fax machines.
  • The employee will sit for prolonged periods of time at a desk and work on a computer. The employee may lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
  • The employee may be required to travel for business purposes. Travel may be in town, out of town, and/or overnight.


Schedule and Benefits

  • This is a full-time position: 40 hours per week, core hours of operation are 8:00 am to 5:00 pm Monday- Friday, some weekend and evening hours may be required. Additional hours required during the busy season.
  • KT offers more than just competitive salary with PTO, 8 paid holidays, medical, dental, vision, flexible spending account plans, a 401k retirement plan, life insurance, employee referral program, certification incentives, and tax season incentives. For more information about our benefits, visit www.ktllp.cpa/careers.
  • Located in Rapid City, SD


Ketel Thorstenson, LLP is committed to being an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, national origin, ancestry, age, religion, disability, gender, pregnancy, sexual orientation, transgender status, gender identity, or any other classification protected under applicable law.