Administrative Assistant

Description

SUMMARY:  Under general direction, performs a variety of office, administrative and secretarial support functions in a manner that reflects the Partner’s priorities and the Firm’s mission, goals and values while providing outstanding service to a variety of internal and external stakeholders and maintaining an overall standard of excellence by performing the following duties: 

DUTIES AND RESPONSIBILITIES:

• Provides administrative support to the assigned Partner(s) and Department(s) as assigned.  Some areas may include scheduling meetings, maintaining and updating Partner’s daily calendar, managing incoming and outgoing phone calls, drafting correspondence, creating spreadsheets and presentations, preparing expense reports, processing incoming and outgoing mail, screening email, mailing or overnighting letters/packages, establishing, scanning and maintaining electronic and paper files, copying, faxing.
• Schedules and coordinates meetings, conferences and events, including logistics, correspondence, advance preparation of materials, follow-up activities related to Firm business, coordinates activities directly related to the Partner, and works with the Partners and members of the administrative team in the execution of Firm initiatives. 
• Enters and updates client information in accounts receivable software. 
• Processes and posts daily deposits and necessary accounts receivable adjustments to the appropriate client account and invoices and ensures reconciliation of the batch. 
• Performs computer work including word processing, spreadsheets and using accounting and firm specific software programs.
• Performs responsibilities for the client such as establishing and maintaining detailed client files, preparing client correspondence, preparing and e-filing client income tax extensions as well as other reports and projects as needed.
• Ensures materials and reports for signature are accurate and complete, proofreading and reviewing for accuracy, completeness and compliance with Firm standards, policies and procedures as necessary.
• Screens incoming calls and emails and determines the level of priority, while using caution in distributing information and maintaining strict confidentiality. 
• Seasonal overtime required. 

COMPETENCIES:

• Ability to handle multiple projects simultaneously while maintaining consistency, accuracy and providing superior service
• Ability to work both independently and as part of a team with professionals at all levels
• Ability to adapt to changes in processes and procedures to ensure efficiency and effectiveness
• Strong communication skills, both orally and in writing
• Ability to interact and maintain professional relationships with staff as well as clients
• Works autonomously under the pressure of tight deadlines and multiple priorities
• Must be dependable, well organized, punctual, detail oriented and have the ability to prioritize tasks
• Must exhibit a high degree of professionalism including the ability to maintain the highest levels of confidentiality

SUPERVISORY RESPONSIBILITIES:

This job has no supervisory responsibilities.

Requirements

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

High school diploma or GED required. One to three years of experience performing administrative/accounting duties. College degree preferred.

Computer Skills:

Must have working knowledge of Microsoft Outlook, Word, and Excel. Ability to navigate and perform research on the Internet. Ability to type at least 40 words per minute.

Firm Culture/Client Service:

Promotes the firm’s culture, including supporting Heard, McElroy & Vestal’s philosophy of developing a relationship with each client on a personal level, catering to their specific needs. Ability and judgment to interact and communicate appropriately with other employees, clients and management. Ability to serve clients, both internal and external (community/public) in a manner that will support superior client relations.

Physical Demands/Work Environment:

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is frequently required to walk or use hands to finger, handle, or feel. The employee is occasionally required to stand, reach with hands and arms, and stoop, kneel, crouch or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus. The noise level in the work environment is usually quiet.

This job description reflects management’s assignment of essential functions. It does not prescribe or restrict the tasks that may be assigned. Heard, McElroy & Vestal shall, in its discretion, modify or adjust the position to meet the Firm’s changing needs. This job description is not a contract and may be adjusted as deemed appropriate in the Firm’s sole discretion.

Heard, McElroy & Vestal is an Equal Opportunity Employer. We actively seek and employ qualified persons in all job classifications and administers all personnel actions without regard to race, color, religion, age, gender or sex (including pregnancy), national origin, ancestry, marital status, non-job related disability, veteran/military status, genetic information, gender identity, sexual orientation or any other characteristic protected by applicable federal, state or local law.