Word Processing/Administrative Assistant

The Word Processing/Administrative Assistant provides word processing, document production, and administrative support in a fast-paced, high-volume professional services environment. The position prepares, formats, proofreads, and converts documents; communicates with accounting staff at all levels; and provides processing and reception coverage as needed.

Success in this role requires accuracy, strong organizational and interpersonal skills, clear communication, and the ability to manage competing priorities and meet deadlines. The ideal candidate is self-motivated, takes initiative, learns new software and procedures quickly, and works effectively both independently and as part of a team.

Primary Responsibilities

• Create, revise, and format documents and templates using Microsoft Word, Excel, PowerPoint, and Adobe Acrobat.

• Apply advanced Word formatting, including section breaks, headers and footers across lengthy documents, automatic and manual page numbering, graphics, columns, and paragraph layouts.

• Format Excel workbooks and templates, create formulas, and link data across workbooks.

• Work with multiple file types and electronic conversion methods while preserving document accuracy, formatting, and completeness.

• Proofread printed and electronic materials for accuracy, completeness, spelling, grammar, punctuation, syntax, word usage, clarity, formatting, and consistency with the firm’s brand and document standards.

• Electronically merge, convert, and transfer PDF and image files.

• Save, organize, transfer, retrieve, and archive documents using the firm’s designated network locations, systems, and procedures.

• Maintain a high level of proficiency with the firm’s document automation tools, specialized templates, and workflow platforms.

• Communicate with accounting staff at all levels about project requirements, priorities, deadlines, and work in progress.

• Maintain the confidentiality of client and firm information and follow applicable information security procedures.

Additional Administrative Support

• Provide reception and processing coverage as needed, including answering phones, assisting staff and visitors, providing general information, handling mail and shipments, and copying, binding, and scanning documents.

• Provide administrative support to the Director of Administration as needed.

• Perform other related duties as assigned.

Required Qualifications

• At least two years of experience in word processing or administrative support in a public accounting firm, law firm, or other professional services firm.

• Advanced proficiency in Microsoft Word and Excel within Microsoft 365, including the formatting and spreadsheet functions described above.

• Working knowledge of Adobe Acrobat, Microsoft PowerPoint, and Google Workspace applications, including Google Drive, Sheets, Docs, and Calendar.

• Ability to type at least 60 words per minute with accuracy.

• Strong grammar, spelling, and proofreading skills, with close attention to detail.

• Strong written, verbal, and interpersonal communication skills.

• Ability to organize work, manage multiple assignments and competing priorities, and meet deadlines while maintaining accuracy and completeness.

• Ability to work independently and collaboratively, take initiative, and learn new software and procedures.

• High school diploma or equivalent.

Compensation and Schedule

Starting pay is $22.00 per hour, with opportunities for annual pay increases based on performance. Overtime will be paid in accordance with applicable federal, state, and local law.

This is a full-time, in-office position with a regular schedule of Monday through Friday, eight-hour shifts. Additional hours may be required to meet business needs, particularly during the January-through-April busy season, subject to applicable accommodation requirements.

Benefits

Benefits include the following, subject to eligibility requirements and applicable plan documents and firm policies:

• 401(k) retirement plan with employer matching contributions.

• Health insurance.

• Dental insurance.

• Vision insurance.

• Life insurance.

• Flexible spending account.

• Health savings account.

• Paid time off.

• Paid holidays off.

• Parental leave.

Equal Employment Opportunity and Accommodations

DOZ is an equal opportunity employer and makes employment decisions without regard to any characteristic protected by applicable law. Qualified applicants and employees must be able to perform the essential functions of the position, with or without reasonable accommodation. Applicants who need a reasonable accommodation during the application or selection process may contact Human Resources.

This description summarizes the position and is not an exhaustive list of duties. Responsibilities may change based on business needs, consistent with applicable law.