Company Overview
McDermott & Apkarian, LLP is seeking a highly organized, detail-oriented Administrative Specialist to support daily operations in our growing CPA firm. This role is essential to maintaining efficient office workflows and supporting partners, staff, and clients with administrative and financial processes.
Position Summary
We are seeking a highly organized, proactive Administrative Specialist who will serve as a key operational support partner within our growing CPA firm. This role is essential to maintaining efficient internal workflows and ensuring the smooth coordination of administrative, financial, and client service functions.
The ideal candidate is detail-oriented, resourceful, and confident managing multiple priorities in a fast-paced, deadline-driven environment. This position requires someone who can communicate professionally with partners, staff, and clients while maintaining exceptional organization and accuracy. Success in this role requires adaptability, initiative, and the ability to anticipate needs before they become urgent.
Given the sensitive nature of client financial information and firm operations, discretion, professionalism, and confidentiality are essential.
Key Responsibilities
Administrative & Office Operations
- Oversee daily administrative workflows to support efficient office operations
- Coordinate office supplies, vendor services, IT support, copier maintenance, and facility-related needs
- Maintain internal calendars, reports, and workflow tracking systems
- Support PTO tracking and office scheduling coordination
Financial Administration
- Process accounts receivable, client payments, deposits, and billing activities
- Assist with monthly invoicing and statement preparation
- Support payroll administration and reporting processes
- Prepare financial and operational reports with a high degree of accuracy
- Maintain organized records for internal accounting and administrative processes
Client Administration & Workflow Support
- Coordinate new client onboarding and client record maintenance
- Maintain accurate client data across multiple software platforms
- Support tax workflow tracking, extensions, and return status management
- Assist with recurring client communications and follow-up requests
- Ensure client files and documentation are properly organized and maintained
Partner & Staff Support
- Provide administrative support to partners and staff across multiple departments
- Help manage competing deadlines, priorities, and workflow bottlenecks
- Anticipate operational needs and proactively identify solutions
- Support peak-season workflow during tax deadlines and other high-volume periods
Required Qualifications
Experience & Skills
- 3+ years of administrative, office management, bookkeeping, or similar experience preferred
- Experience in accounting, financial services, legal, or other professional service environments is strongly preferred
- Strong written and verbal communication skills
- Exceptional organizational abilities with close attention to detail
- Ability to manage multiple deadlines with minimal supervision
- Strong problem-solving skills and sound judgment
Technical Competencies
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
- Ability to quickly learn firm-specific software and systems
- Experience with accounting or practice management software is a plus
Personal Attributes
- Highly organized and process-driven
- Self-starter with strong initiative and accountability
- Calm under pressure in fast-paced environments
- Professional, dependable, and adaptable
- Discreet and trustworthy with confidential information
- Positive, collaborative team player
- Comfortable balancing routine processes with urgent requests
Work Environment
- Fast-paced CPA firm environment with seasonal workload fluctuations
- Collaborative office setting with regular interaction across all levels of staff and leadership
- Increased workflow during tax season and year-end periods
- In-person role based in our Orcutt office
What We Offer
- Competitive salary commensurate with experience
- Comprehensive benefits package
- Exposure to high-level business operations and strategy
- Dynamic, professional work environment
To Apply
Please submit your resume, cover letter. In your cover letter, please describe your experience managing multiple executives and handling high-volume communication.
McDermott & Apkarian, LLP is an equal opportunity employer committed to building a diverse and inclusive workplace.
This role is perfect for someone who:
✓ Loves creating order and structure
✓ Thrives in a fast-paced office environment
✓ Enjoys balancing detail-oriented work with big-picture organization
✓ Takes pride in keeping systems running smoothly
✓ Can juggle multiple priorities without losing momentum
✓ Finds satisfaction in supporting team success
Pay: $60,000.00 - $80,000.00 per year
Benefits:
- 401(k)
- Health insurance
- Life insurance
- Paid time off
Experience:
- Administrative Specialist: 3 years (Required)
Work Location: In person
