We Do Books | Wickenburg, Arizona | On-Site
We Do Books is looking for a capable, organized, tech-comfortable Administrative Assistant to join our accounting firm in Wickenburg.
This is not a bookkeeping or accounting position. We will train you the basics, our software, and our processes.
What we need you to bring is something different:
Strong administrative skills, confidence with computers, attention to detail, professional communication, initiative, and follow-through.
We are a small team, so this position matters. The right person will become a dependable part of our daily operations—someone we can train on a process, trust to carry it through, and count on to make sure routine administrative work doesn't fall through the cracks.
What You'll Do
You'll work closely with our Client Relations Manager, Chief Operations Officer, and President to keep client and office administration organized and moving. Responsibilities will include:
- Answering and routing incoming phone calls and messages
- Scheduling appointments and providing calendar support
- Scanning, naming, filing, uploading, and organizing client documents
- Assisting with secure client portals and electronic document management
- Following up with clients for routine missing information using established procedures and templates
- Processing incoming and outgoing mail
- Maintaining accurate information in trackers and workflow systems
- Assisting with client document intake and administrative processing
- Performing routine data entry accurately
- Maintaining office supplies and assisting with general office organization
- Following documented procedures and checklists
- Learning and using multiple software platforms
- Recognizing when something needs attention and escalating it to the appropriate person
- Providing other clearly defined administrative support as needed
Who We're Looking For
We're looking for someone who:
- Is comfortable and confident using computers
- Learns new software relatively quickly
- Has strong organizational skills
- Pays attention to details
- Communicates professionally by phone and email
- Follows through without needing repeated reminders
- Can follow established procedures and work independently once trained
- Takes appropriate initiative when the next step is clear
- Is comfortable asking questions when something isn't clear
- Can manage multiple priorities without losing track of details
- Is dependable, punctual, and consistent
- Understands the importance of confidentiality when working with personal and financial information
- Notices when something doesn't look right and speaks up
- Enjoys being the person who keeps things organized and gets things done
Technology Skills
You do not need experience with our specific software, but you should already be comfortable with everyday business technology, including:
- Email and electronic calendars
- Microsoft Outlook and Word
- Basic Excel
- PDFs
- Electronic files and folders
- Scanning documents
- Downloading and uploading files
- Email attachments
- Web-based business applications
Experience with accounting, tax, CRM, document-management, or workflow software is helpful, but not required.
We'll teach you our systems. We're looking for someone who already has the basic computer confidence necessary to learn them.
Accounting Experience Is Not Required
This is not a bookkeeping or tax-preparation position.
You will not be expected to make technical accounting or tax decisions.
Your job is to make sure the administrative work surrounding our client services is handled accurately, professionally, and on time.
What Success Looks Like
You'll know you're succeeding when:
- Routine administrative work is completed accurately and on time
- Client documents are organized and routed correctly
- Calls, messages, and requests don't fall through the cracks
- Assigned follow-ups happen without someone repeatedly reminding you
- Information in our systems stays accurate and current
- You know what you can handle independently and what needs to be escalated
- Your work makes it easier for the Client Relations Manager, bookkeepers, COO, and President to focus on the work only they can do
About We Do Books
We Do Books is a professional accounting firm serving individuals and businesses.
We're actively strengthening our internal systems, workflows, and processes as we grow. This is a great opportunity for someone who appreciates organization and wants to be part of a small team where responsibilities are clearly defined, good processes matter, and reliable work is valued.
Our goal is simple:
Our clients should experience reliability, responsiveness, and proactive communication.
We don't want clients chasing us for answers. We want to be the firm that's already on it.
A Note About Our Location
This is an on-site position in Wickenburg, Arizona.
We know the right candidate may not live in Wickenburg, and we welcome applicants from surrounding communities who are comfortable with the commute.
If you're looking for a stable professional office environment, clearly defined responsibilities, and an opportunity to become an important part of a small team, we'd like to hear from you.
You May Be a Great Fit If...
You're the person who naturally thinks:
I took care of that.
I already followed up.
I noticed that was missing, so I asked about it.
I wasn't sure, so I checked before proceeding.
We value people who understand the difference between taking initiative and making decisions outside their authority. That looks like:
Confidentiality + Technology + Documents + Clients + Deadlines + Follow-through
If that sounds like you, we'd like to meet you.
Pay: From $18.00 per hour
Work Location: In person
