Administrative Support Specialist
4 weeks ago
The Administrative Assistant plays a vital role in ensuring the smooth operation of our office. This position involves a wide range of administrative duties, including client communication, document management, financial statement preparation, scheduling, and accounting support.
Key Responsibilities- Client Communication
- Respond to phone calls and direct inquiries in a professional manner.
- Greet clients and visitors, providing a positive first impression.
- Handle incoming and outgoing correspondence, including mail, email, and faxes.
- Document Management
- Organize and maintain client files, ensuring confidentiality and security of sensitive information.
- Prepare, proofread, and edit documents, reports, and presentations.
- Assist with tax document preparation and financial statement formatting.
- Scheduling and Coordination
- Manage calendars for partners and staff, scheduling appointments and meetings.
- Coordinate travel arrangements and itineraries for staff members.
- Organize and coordinate firm events, meetings, and conferences.
- Office Administration
- Maintain office supplies and inventory, ordering as needed.
- Ensure the office is clean, organized, and properly equipped.
- Assist with general office duties, such as photocopying, scanning, and filing.
- Accounting Support
- Assist with basic accounting tasks, including data entry and reconciliation.
- Help the accounting team with financial statement formatting in Caseview.
- Prepare invoices, process payments, and manage accounts receivable/payable.
- Support the accounting team during peak periods.
Requirements:
- High school diploma or equivalent; associate degree or higher in a related field preferred.
- Proven experience as an administrative assistant or in a similar role, preferably in a CPA firm or accounting environment.
- Proficiency in Microsoft Office Suite and familiarity with accounting software Caseview.
- Excellent communication and organizational skills.
- Attention to detail and accuracy in all aspects of work.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Professional demeanor and positive attitude.
Crete Professionals Alliance is an equal opportunity employer, considering all applicants for employment regardless of race, color, religion, sex, gender identity, pregnancy, national origin, ancestry, citizenship, age, marital status, physical disability, sexual orientation, genetic information, or any other characteristic protected by state or federal law.
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