Job description

JOB SUMMARY:

Scott & Baldwin, CPAs is seeking an Administrative Assistant to greet clients and visitors to our office, answer phones, take detailed messages, handle client requests, and handle various duties for upper management. We are looking for an individual who is efficient and comfortable with a high velocity of client correspondence. The ability to multi-task, while maintaining complex schedules and balancing high priority deadlines is essential in this position. The ideal candidate for this position is resourceful, a good problem solver and organized. Assuring a steady completion of workload in a timely manner is key to success in this position.

COMPANY:

Scott & Baldwin, CPAs is a full-service accounting firm specializing in providing business and technical expertise to clients across industries. We have been named a top 25 accounting firm in the greater Sacramento area for the past 15 years.

Being a member of Scott & Baldwin, CPAs, you will provide an array of administrative, operational, and organizational assistance to the Firm. This is a great opportunity to grow your career by becoming an example of excellence within the organization.

We celebrate a culture of work/life balance, collaboration, shared goals, personal development, and fun.

OFFICE HOURS: Monday – Friday, 8:00am – 5:00pm (additional days/hours as occasionally necessary)

Non-Exempt position – Full time, 40 Hours Per Week

Equal Opportunity Employer

RESPONSIBILITIES:

• Operate multi-line telephone system to answer incoming calls and retrieve voice mail messages
• Greet clients and visitors, schedule client appointments, and confirm client appointments in advance
• Liaison between Partners, Staff and Clients; Respond promptly to Partner, Staff, and Client requests
• Process incoming & outgoing mail, faxes, and other documents; Create memos, correspondence, reports and other documents when necessary.
• Document retention including scanning and filing, as well as paperless procedures for document archiving
• Daily monitoring of Partner, Director, and Manager calendars
• Set up new client files, pull and prep client files for scheduled appointments
• Assist Tax & Accounting Department with tax assembly and presentation of client deliverables for pick up or mailing
• Create Power of Attorney form & obtain signatures from Clients & Partners/Directors/Managers
• Orders, receives and maintains office supplies
• Maintain constant cleanliness of Front Lobby, Conference Room, Break Room and other communal office areas; Maintain Conference Room schedule and run errands for necessary supplies/snacks/décor/etc.
• Ensure operation of equipment (printer/copier, fax machine, coffee machine, popcorn machine, etc.) by completing preventive maintenance requirements and scheduling necessary repairs
• Assist Tax Director to oversee biweekly Firm newsletter; Manage newsletter content & client feedback
• Direct support for Firm Partners, Directors, Managers and all other Staff
• All other duties as assigned

REQUIREMENTS:

• Bachelor’s Degree
• 2+ years experience in Administrative Office role (preferred)
• Excellent written and verbal communication skills. You will communicate with all clients via telephone, email and in-person
• Excellent organizational skills and time management skills with a proven ability to meet deadlines
• Ability to maintain professionalism and a positive service attitude at all times
• Motivated to learn and be challenged
• Reliable, dependable and punctual
• Attention to detail
• Ability to handle sensitive information in a confidential manner
• Problem solving and analytical skills

COMPENSATION: $18.00/hour - or commensurate with experience

Benefits include competitive salary, bonus opportunities, paid holidays, medical benefits, PTO, retirement plan with employer match, short-term disability insurance, and monthly firm events.

Job Type: Full-time

Pay: From $18.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• Bachelor's (Required)

Experience:

• Administrative: 1 year (Preferred)
• Customer Service: 2 years (Preferred)

Work Location: In person

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