Administrative Assistant/receptionist

3 weeks ago

Yarmouth, United States Smith & Associates, CPAs Full time

**Things to Note**
- Due to recent internal promotion, we are excited to be hiring for this position again
- Please submit a cover letter with your resume.

**Smith & Associates, CPAs Mission and Values**

At Smith & Associates, we provide the highest quality compliance, assurance, and advisory services to assist individuals and businesses in a wide range of industries. Our professionals partner with our clients to meet their personal and strategic goals. We are passionate about our work and aim to provide best-in-class service.

We value a team culture built on collaboration. Together we do things right, by doing the right thing,
- We hold ourselves to the highest level of integrity and ethical standards, in our families, our community, and in our work.
- We are honest, transparent, and authentic in what we say and do; with each other, with our customers, partners, and our vendors.
- We are empowered to make informed decisions in the best interests of our clients.
- We are committed to continuous learning and innovation. We are imperfect and learn openly from our mistakes. We celebrate our successes often.
- Together, we work hard for our team and clients, and we have fun doing it.

**Position Title**:Administrative Assistant/Receptionist (Hourly)

**Summary of Duties**

The Administrative Assistant/Receptionist is responsible for planning and organizing the day-to-day administration of the office. The Administrative Assistant/Receptionist is the initial point of contact for firm clients providing polite and professional assistance with scheduling, routing of phone calls and messages, and greeting office visitors. This position requires a high level of accuracy and attention to detail as it is the first point of client contact and information flow into the office. The utmost care in confidentiality and integrity is required. The position requires presence onsite during business hours as scheduled including Saturdays January through April. This position reports to the Human Resources Director (or other delegate), and is mentored by the Professional Services Specialist (PSS).

The Administrative Assistant is ultimately responsible for:
**Clerical and Reception**
- Greet and assist visitors who arrive in the office in a courteous and prioritized manner
- Prepare and supply conference room for client and staff meetings
- Arrange and coordinate meetings and calls according to individual staff scheduling requirements
- Process tax returns, extensions, quarterly estimated vouchers, financial statements, and miscellaneous forms both in paper and electronic format
- General management of secure client portals (or other client facing technologies) and user assistance with accessibility
- Communicate clearly with clients and professional staff
- Document changes to administrative tasks and firm procedures upon implementation of changes.
- Accurately maintain both electronic and paper files per firm procedures
- Maintain client rolls and chart-in client information per firm policy with exceptional accuracy
- Assist professional staff with clerical tasks as needed in a timely manner
- Prepare staff meeting reports, document and maintain firm meeting agendas and minutes within Firm guidelines

**Facilities**
- Oversee overall appearance of office space, furniture, and accessories
- Purchase office and kitchen supplies as needed with reasonable judgement considering the needs and comfort of clients and staff
- Assure office equipment and technology is maintained and repairs are handled quickly
- Make recommendations for updates and improvement to overall appearance and functionality of the office environment

**Financial**
- Accurately prepare and send professional invoices for services provided
- Manage accounts receivable within firm guidelines
- Make and record bank and credit card deposits
- Enter accounts payable from vendor invoices and maintain vendor files

**Practice Development**
- Maintain firm website to ensure accurate, relevant, and up-to-date information at all times
- Maintain professional and timely internet presence through social media tools in coordination with PSS.
- Order all firm business cards, promotional items, and other supporting materials
- Assist in recommendations for updated promotional campaigns
- Contribute to and participate in ongoing strategic planning meetings and goals. This may include planning and implementing new firm projects

**Professional Development**
- Choose and attend at least 20 hours of approved skill set enhancement courses annually

**Other tasks as assigned**

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

Pay: From $20.00 per hour

Expected hours: 40 per week

**Benefits**:

- Dental insurance
- Health insurance
- Health savings account
- Paid time off
- Professional development assistance
- Retirement plan
- Vision insurance

Schedule:

- 8 hour shift
- Monday to Friday

Ability to Relocate:

- Yarmouth, ME 04096: Relocate before starting work

  • Receptionist

    2 weeks ago

    Yarmouth, Maine, United States National Healthcare Associates Full time

    - A Great Place to Work Brentwood is a proud affiliate of National Health Care Associates. As a Certified Great Place to Work, we think that you are going to love it here. Your work will be meaningful to you. You will make a genuine difference in the lives of our aging guests and the families that love them. You will enjoy lasting bonds with the families you...

  • Administrative Assistant

    2 weeks ago

    Yarmouth, United States World Insurance Associates LLC Full time

    SummaryWorld Insurance Associates is a unique insurance organization offering top products and services from major providers, combined with attentive service from local agents.Founded in 2011, World is one of the fastest-growing insurance brokers in the U.S. with over 2,200 employees in over 260 offices across North America. We specialize in personal and...

  • Administrative Assistant

    3 weeks ago

    West Yarmouth, United States World Insurance Associates, LLC. Full time

    **Summary** World Insurance Associates is a unique insurance organization offering top products and services from major providers, combined with attentive service from local agents. Founded in 2011, World is one of the fastest-growing insurance brokers in the U.S. with over 2,200 employees in over 260 offices across North America. We specialize in personal...

  • Administrative Assistant

    4 weeks ago

    West Yarmouth, United States World Insurance Associates, LLC. Full time

    **Summary** World Insurance Associates is a unique insurance organization offering top products and services from major providers, combined with attentive service from local agents. Founded in 2011, World is one of the fastest-growing insurance brokers in the U.S. with over 2,200 employees in over 260 offices across North America. We specialize in personal...

  • Administrative Assistant

    3 weeks ago

    West Yarmouth, United States World Insurance Associates, LLC. Full time

    **Summary** World Insurance Associates is a unique insurance organization offering top products and services from major providers, combined with attentive service from local agents. Founded in 2011, World is one of the fastest-growing insurance brokers in the U.S. with over 2,200 employees in over 260 offices across North America. We specialize in personal...

  • Administrative Assistant

    2 weeks ago

    West Yarmouth, United States World Insurance Associates, LLC. Full time

    **Summary** World Insurance Associates is a unique insurance organization offering top products and services from major providers, combined with attentive service from local agents. Founded in 2011, World is one of the fastest-growing insurance brokers in the U.S. with over 2,200 employees in over 260 offices across North America. We specialize in personal...

  • Administrative Assistant

    3 weeks ago

    West Yarmouth, United States World Insurance Associates LLC Full time

    **Summary** World Insurance Associates is a unique insurance organization offering top products and services from major providers, combined with attentive service from local agents. Founded in 2011, World is one of the fastest-growing insurance brokers in the U.S. with over 2,200 employees in over 260 offices across North America. We specialize in personal...

  • Administrative Assistant

    1 month ago

    West Yarmouth, United States World Insurance Associates, LLC. Full time

    Job DescriptionJob DescriptionSummaryWorld Insurance Associates is a unique insurance organization offering top products and services from major providers, combined with attentive service from local agents.Founded in 2011, World is one of the fastest-growing insurance brokers in the U.S. with over 2,200 employees in over 260 offices across North America. ...

  • Administrative Assistant

    2 weeks ago

    West Yarmouth, United States World Insurance Associates LLC Full time

    SummaryWorld Insurance Associates is a unique insurance organization offering top products and services from major providers, combined with attentive service from local agents.Founded in 2011, World is one of the fastest-growing insurance brokers in the U.S. with over 2,200 employees in over 260 offices across North America. We specialize in personal and...

  • Administrative Assistant

    4 weeks ago

    West Yarmouth, United States World Insurance Associates, LLC. Full time

    Job DescriptionJob DescriptionSummaryWorld Insurance Associates is a unique insurance organization offering top products and services from major providers, combined with attentive service from local agents.Founded in 2011, World is one of the fastest-growing insurance brokers in the U.S. with over 2,200 employees in over 260 offices across North America. ...

  • Temporary Human Resources Administrator

    1 month ago

    Yarmouth, United States Tyler Technologies Full time

    Description Tyler Technologies has a temporary opening for an HR Administrator to support our Human Resources team. This position will perform various administrative functions and provide HR assistance to our business. This is a full-time temporary position based out of our Yarmouth, Maine office. We would ideally prefer someone to be in the office full...

  • Temporary Human Resources Administrator

    3 weeks ago

    Yarmouth, United States Tyler Technologies Full time

    Description Tyler Technologies has a temporary opening for an HR Administrator to support our Human Resources team. This position will perform various administrative functions and provide HR assistance to our business. The duration of this assignment is open ended at this point with the expectation that it will last at least 3 months but may be longer...

  • Medical Receptionist

    3 weeks ago

    Yarmouth, United States OI Infusion Full time

    Come join our team here at **OI Infusion** as a** Float **_Medical Assistant_** in West Yarmouth, MA and Bourne, MA. We are looking for a personable, friendly, compassionate Medical Assistant to fill this viable piece of the puzzle. This is a clinical office setting that adds so free time to your life by, we don't work weekends or holidays! That time can be...

  • Office Administrator

    2 weeks ago

    Yarmouth Port, United States Cape Senior Home Healthcare Full time

    Job DescriptionJob DescriptionBenefits:401(k) matchingFlexible schedulePaid time offJoin Our Team as an Office Administrator and Make a Difference in Home Healthcare!Are you a dedicated and reliable professional looking for an opportunity to make a real impact in the home healthcare industry? We are seeking a proactive Office Administrator to join our team...

  • Medical Receptionist

    1 month ago

    Yarmouth, United States InterMed, P.A. Full time

    Job DescriptionJob DescriptionESSENTIAL FUNCTIONSGreet incoming patients using friendly, respectful communicationObtaining and documenting up to date demographic information for patient, including updated insurance information, license information, etc.Accept patient payments and document accordinglyFamiliar with payments required from patients enrolled in...

  • X-ray Technician/clinical Assistant

    1 week ago

    Yarmouth, United States Coastal Maine Foot and Ankle Full time

    Our busy foot and ankle surgical solo practice is looking for a part-time xray technician/clinical assistant to join our team. Our solo practice allows the ability to make a change in patients' lives. We take our patient's experience seriously and are a top-rated medical facility in Yarmouth, ME - **check our google reviews to see if yourself!** Our office...

  • Administrative Coordinator

    2 weeks ago

    Yarmouth, United States Gem Plumbing & Heating Full time

    Gem Plumbing & Heating is a growing company that has been recognized for setting the standard for excellence in on-time, high quality, and friendly customer service. Here at GEM, we provide career opportunities to master your craft, earn competitive wages, and make a real difference in the lives of our customers and our community. **Responsibilities**: -...

  • Yarmouth Family Medicine Medical Assistant/Registered Nurse

    1 month ago

    Yarmouth, United States InterMed, P.A. Full time

    Job DescriptionJob DescriptionESSENTIAL FUNCTIONSAssessment of provider schedules and organize patient flowAssist providers with patient care:Rooming patientsMaintain data registries and Meaningful Use informationMedication reconciliation of non-complex medication listsTake vital signs and weightPerform point of care testing as directed by providerPerform...

  • Outdoor Education Assistant Program Coordinator

    3 weeks ago

    Yarmouth Port, United States Nature's Classroom New England Full time

    Job DescriptionJob DescriptionAssistant Program CoordinatorEager to take your career in environmental and outdoor education to the next level? Nature's Classroom New England is looking for a dedicated Assistant Program Coordinator (APC) to join our residential outdoor education program this fall. The APC plays a crucial role in ensuring smooth program...

  • Administrative Coordinator

    1 month ago

    West Yarmouth, United States Gem Plumbing & Heating Full time

    Job DescriptionJob DescriptionGem Plumbing & Heating is a growing company that has been recognized for setting the standard for excellence in on-time, high quality, and friendly customer service. Here at GEM, we provide career opportunities to master your craft, earn competitive wages, and make a real difference in the lives of our customers and our...