Job Overview
We are seeking a dynamic and highly organized Administrative Specialist to join our CPA firm. This role is vital in supporting the daily administrative operations of the firm and ensuring seamless communication with our clients. We strive to be a place where each person enjoys coming to work each day and feels valued, respected, and proud of the team’s accomplishments.
The ideal candidate will demonstrate exceptional technical proficiency, strong customer service skills, excellent attention to detail, and bring a proactive approach to managing administrative tasks. This role is well suited for someone who enjoys positive client interactions, office organization, document handling, and providing essential support to a professional services team.
Key Responsibilities
The Administrative Specialist, along with an Administrative Assistant, will take care of the front desk, client service, administrative, and office support functions, including:
- Greeting clients in a professional and welcoming manner
- Answering, screening, and routing incoming phone calls
- Contacting clients regarding documents and related administrative matters
- Interacting with clients when they pick up or drop off documents
- Receiving and accounting for client payments, and making collection calls
- Preparing outgoing mail and taking certified mail to the post office
- Assembling printed tax returns
- Keeping track of the filing status of electronic tax returns
- Maintaining databases to ensure all tax returns have been accounted for
- Entering bills for the firm’s accounts payable in QuickBooks
- Reconciling bank and credit card statements in QuickBooks
- Assisting staff with client bookkeeping and various firm projects
- Scanning, copying, and filing electronic and paper records
- Organizing and maintaining the file storage areas
- Pulling files for shredding according to the firm’s retention schedule
- Maintaining office supply inventories
- Ordering and picking up the team’s biweekly payday lunches
- Handling staff birthday parties
- Decorating the waiting area for holidays
- Running miscellaneous errands as needed
- Updating the firm’s website and social media accounts on occasion
Qualifications
- Positive attitude and professionalism in speech, behavior, and appearance
- Ability to remain calm, composed, and effective in demanding or difficult situations
- Strong organizational skills and the ability to manage multiple priorities and deadlines
- High attention to detail and accuracy
- Excellent verbal and written communication skills
- Self-motivation, initiative, and a willingness to assist wherever needed
- Experience with QuickBooks
- Proficiency with Microsoft Office, including advanced Word and Excel skills
- Background in accounting, tax, or a related field is desirable
- Have at least 3 years of experience in office management
- Ability to lift and move 50 lb. boxes of paper
- Reliable access to a vehicle for running errands; mileage will be reimbursed
- Satisfactory background check and good driving record
Pay: $20.00 - $24.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Tuition reimbursement
- Vision insurance
Ability to Commute:
- Farmington, NM 87401 (Required)
Work Location: In person
