RECEPTIONIST/ADMINISTRATIVE ASSISTANT

General

Responsible for providing a positive and professional setting for clients/visitors, as the first point of contact in the front office. Welcomes and assists clients, manages and directs incoming calls, receives and routes mail, performs general office duties.

Front Office Duties

• Lock & unlock front door
• Maintain lobby appearance and stock of business cards, magazines, water cooler supply
• Manage multi-line phone system, answering and directing calls
• Greet clients in a professional and friendly manner, offer and serve coffee/tea/water
• Reply to client emails and phone calls
• Receive client documents and distribute to appropriate team member
• Assist clients by providing copies of tax returns and supporting documents when needed
• Create, adjust, cancel and verify appointments in Outlook
• Financial statement assembly (copy and bind)
• Process credit cards payments
• Process checks though SVB's Remote Capture
• Monitor the use of supplies and equipment in the office and order supplies as needed
• Update website as needed
• Assist with monthly newsletter and client communications
• Utilize Practice Management software to assist Firm Administrator with Time and Billing, as well as assist clients and staff with retrieval of information, report processing
• Assist with coordination of staff events and functions, including creating PowerPoint slides and providing technical support when needed (i.e. setting up computers, projector, etc.)
• Carry individual shredding boxes to shredding bin

Tax Season Duties

• Manage front lobby with multiple clients arriving for appointments
• Assemble tax returns, gather signed 8879's, e-file and send returns
• Log-in client files prior to appointments and for drop-offs
• File client tax files after taxes are complete
• Make copies of tax return documents such as Control Sheets and checklists

Requirements

Minimum Qualifications (Knowledge, Skills, and Abilities)

• Prior administrative office management experience
• Proficient in Microsoft Office Suite
• Excellent oral and written communication skills
• Excellent customer relationship skills

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear.

The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds, and more routinely during tax season.

Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.

Note

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently.

Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.