Business Accounting Administrative Assistant

The Business Accounting Department of one of the fastest-growing accounting firms in the country is seeking an Administrative Assistant who possesses a technical skillset, is motivated by quality work and embraces a collaborative environment. This individual will have a direct impact on our firm’s mission of serving as a catalyst for those striving to achieve their highest potential. 

In this role, you will provide essential project management services for the continued flow of operations at the Firm. The Business Accounting Administrative Assistant must maintain a mature, professional demeanor while projecting self-confidence when addressing questions and handling matters involving internal and external clients. This individual works on a variety of tasks simultaneously and is capable of anticipating the needs of others while constantly seeking opportunities to improve workflow.

This position performs administrative work which involves critical thinking and problem solving. Additionally, in this role the individual should possess excellent communication, and adaptability skills. The Business Accounting Administrative Assistant must also be extremely detail oriented and organized, be able to work on many tasks/projects simultaneously, work independently with little or no supervision, and manage their time efficiently.

Compensated overtime required during Busy Season, January 15 – April 15. 

 

What You’ll Do:

Business Accounting Responsibilities:

• Process Form 1099s, payroll reports (including W-2s), sales/use tax reports, ERTCs, and other tax reports on an annual, quarterly, and monthly basis
• Manage project views showing monthly and quarterly due dates, review for duplicates, incorrect project names, etc.
• Maintain tracking spreadsheet of quarterly/annual projects and forward reports to Department
• Process auto calculation information for clients
• Process Personal Property Tax Declarations
• Complete Form 1099/W-2 e-file verifications
• Conduct inventory counts and place order for annual W-2 and 1099 forms and envelopes
• Update payroll form addresses on annual basis
• Schedule annual calendar of bi-weekly and monthly lunch meetings and order lunch/set up for monthly lunch meetings
• Retrieve and download quarterly payroll reports for Firm clients using outside payroll company and save to their client files
• Plan and coordinate 1 to 2 Department events per year
• Process all Firm address changes in CFS Payroll System
• Perform other duties not listed as needed

Other Firm Responsibilities: 

• Create IRS response letters and correspondence
• Support client relations through engagement letter drafting, completing new client setup forms and opportunities in CRM, and updating existing client information as changes occur
• Scan client documents into electronic network files
• Backup – Login Team (1040 Workflow)
• Backup – Distributing firm mail, routing, process outgoing mail
• Backup – Receptionist
• Assist Office Manager
• Perform other duties not listed as needed

What We’re Looking For:

• Experience with Microsoft Office programs including Word, Excel, Outlook and Teams.
• Experience with Adobe Acrobat and PDFlyer
• Communicating effectively in speaking and in writing as appropriate for the needs of the audience (e.g. in person, over the phone, etc.)
• Managing schedules and appointments for others while simultaneously organizing own priorities
• Strong project management skills and the ability to handle multiple projects at once
• Ability to exercise high level of confidentiality
• Producing letters, reports, and other documents in a professional and standardized manner
• Takes initiative within role and helps cross-train other individuals on the team
• Work extended hours during peak seasons
• Handle requests from multiple areas of management and multi-task
• Provide high client service in a professional manner

Your Qualifications:

• High school diploma or equivalent required
• 4+ years of experience in a professional support role
• Experience with Microsoft Office programs including Word, Excel, and Outlook
• Experience with Adobe Acrobat and PDFlyer

 

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