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Administrative Support Specialist

2 months ago

Rapid City, South Dakota, United States Ketel Thorstenson LLP Full time
Job Overview

Ketel Thorstenson LLP is in search of a dedicated, proactive, and dynamic individual to fulfill the role of Executive Administrative Assistant. This position is essential within the accounting services division, focusing on enhancing the overall client experience from initial contact to final delivery. The Executive Administrative Assistant will provide support to our accounting professionals and facilitate communication between clients and the firm.

Key Responsibilities

  • Contribute positively as a team member.
  • Deliver outstanding service to supported employees and partners, which includes task organization, deadline monitoring, and meeting preparation.
  • Oversee departmental calendars and schedules.
  • Communicate regularly with team members regarding firm updates.
  • Manage daily mail distribution to various work groups.
  • Act as the organizer for 1099 forms.
  • Assist in the monthly billing process.
  • Coordinate bi-monthly departmental meetings, including scheduling, room reservations, agenda creation, and minute-taking.
  • Order and manage department-specific supplies.
  • Scan and manage documents as required.
  • Handle communication related to engagement letters and other essential documents.
  • Manage departmental service request emails efficiently.
  • Support team members with QuickBooks access and inquiries.
  • Oversee the workflow in the go file room, ensuring efficient processing and reporting.
  • Assist with accounts payable and receivable tasks.
  • Develop workflows for OnPay and manage acknowledgments.
  • Prepare and proofread professional communications.
  • Provide administrative training as needed.
  • Participate in Administrative Team meetings, offering insights for improvements and efficiencies.
  • Identify opportunities for standardizing processes in client engagements and internal functions.
  • Manage the digital processing of financial statements.
  • Support workflow tracking and due date management as requested.
  • Handle multiple engagements and prioritize tasks in a fast-paced environment.
  • Provide project support to Firm Administrators and other team members as necessary.
  • Serve as a backup for phone and front desk coverage when required.
  • Maintain excellent client service and communication, fostering strong client relationships.
  • Assist other Administrative Team members as time permits, acquiring necessary skills for broader support.
  • Exhibit a strong commitment to the firm, demonstrating a positive attitude and respect for colleagues.
  • Perform additional duties as assigned by leadership.

Qualifications

  • High School diploma or GED; an associate's degree in a related field is preferred.
  • A minimum of three years of relevant experience, particularly in a public accounting or professional services environment.
  • Demonstrated commitment to meeting compliance and firm deadlines while exceeding client expectations.
  • Proficiency in Microsoft Office Suite.
  • Exceptional verbal and written communication skills, with the ability to build effective working relationships.

Core Competencies

  • Professionalism
  • Integrity and Ethical Conduct
  • Critical Thinking
  • Problem-Solving Skills
  • Organizational Skills
  • Prioritization
  • Multi-tasking Ability
  • Team-Oriented with Independent Work Capability

Additional Requirements

  • Valid State Driver's License.
  • Ability to operate a motor vehicle and meet insurance requirements.
  • This role operates in a professional office setting, utilizing standard office equipment.
  • Physical demands include prolonged periods of sitting and the ability to lift up to 25 pounds occasionally.
  • Travel may be required for business purposes.

Schedule and Benefits

  • This is a full-time position with a standard workweek of 40 hours.
  • Ketel Thorstenson LLP offers competitive compensation, paid time off, medical, dental, vision benefits, and a 401k retirement plan.

Ketel Thorstenson, LLP is an equal opportunity employer, welcoming applicants without regard to race, color, creed, national origin, age, religion, disability, gender, or any other classification protected under applicable law.