Administrative Assistant

A Day in the Life

In this role, you’ll work closely with a variety of business clients while also supporting the internal accounting team. This is a part-time position, working an average of 20 hours per week, with an increased schedule of 30-40 hours per week during tax season (Feb 1 – Apr 15), and additional hours as needed to provide full-day coverage when the full-time administrative assistant is out of the office.

Responsibilities: 

• Greet clients and others in a friendly, professional manner and answer the multi-line telephone system efficiently and direct calls appropriately. Retrieve messages from the office voice mail. Arrange for client appointments and records in automated calendar system. 
• Performs all mail duties for incoming and outgoing mail. Maintains petty cash and expense logs, handles faxing, scanning & assistance to clients when picking up their returns. Assists or prepares the daily bank deposits.
• Sets up new client files and maintains an efficient filing system.
• Prepares requested correspondence and assists with special project assignments including client tax organizers, tax return and financial statement assembly and other reports.
• Troubleshoots and arranges for office equipment maintenance. Maintains adequate supplies of internal forms and other miscellaneous supplies.
• Assists with or has full Time & Billing responsibilities that may include reconciliation of time, overtime calculation, expense coding & entering, invoicing, statements, payment processing, and all reports.
• Run errands and handle certain housekeeping duties that include keeping the front office and employee kitchen area clean and professional in appearance.
• Performs other duties, responsibilities and activities as assigned. 

Qualifications: 

• High school diploma; higher level education, preferred, or a combination of qualifications and equivalent clerical or office experience.
• 1+ year of administrative experience in a mid-size office, in an accounting Firm or a similar work environment. 

Skills for Success: 

• Proficient in Microsoft Office, data entry, and time and billing software.
• Competent in the use of multi-line telephone, office automated systems and a 10-key calculator.
• Excellent planning, decision-making and organization skills, and ability to handle multiple tasks simultaneously.
• Excellent verbal, written communication and customer service skills.
• The ability to be self-directed and be a team member.
• Comply with established work hours and able to work overtime when dictated by client and business needs.

JCCS employees are expected to maintain a positive work atmosphere through communication and behaving in a manner that is courteous and respectful of clients, co-workers, supervisors and management. One of our primary responsibilities is to maintain confidentiality. Any information relating to clients, the Firm’s internal operations and staff is not to be disclosed during or after employment with JCCS.