Administrative Assistant - Hartford, United States - Whittlesey

Description

Job Description

Growing regional accounting firm is seeking a highly motivated, time-sensitive Administrative Assistant to join its Hartford, CT office team. Duties include administrative support to our accounting staff including: formatting financial statements; electronic transmittal of data via a secure portal; processing tax returns; misc. data entry; various correspondences; preparation of reports and documents for meeting presentations; maintenance of office and kitchen supplies. Other responsibilities include, but not limited to mail and fax distribution; monthly processing of client invoices; other administrative projects as determined.

Meaningful Work:

• Assists with processing workflows in GoFileRoom, including financial statements, tax returns, extensions, and other tasks.
• Organize and scan clients' tax return documentation.
• Prepares correspondence, proofread, and format documents using Microsoft Word and Excel.
• Ensure that all assignments are finished thoroughly and correctly.
• Work as a team with other members of the Firm.
• Work collaboratively to provide overflow and backup support for other team members.
• Distribute mail to individual or departments
• Greet and direct visitors; answer and route incoming phone calls.
• Ensure that our office is well maintained and organized.

Knowledge, Skills, and Abilities

• Ability to multitask multiple priorities and meet established deadlines
• Must be punctual and very reliable
• Attention to detail and problem-solving skills are a must
• Excellent personal skills and communication skills
• Capacity to work independently and as a team
• Ability to work well with all levels of firm management and client service staff
• Experience with general office support, scanning, photocopying, and receptionist coverage
• Experience with multiple systems and tools: CCH AutoFlow, GoFileRoom, CCH Axcess, SafeSend Returns, or similar software
• Readiness to recommend ways to improve operations, efficiencies and/or client experience
• High level/advanced computer skills with emphasis in Microsoft Office, Microsoft Word, Excel and PowerPoint

Qualifications

• Associate or bachelor's degree or related experience
• Previous administrative experience preferred
• Strong client service and client experience focus
• High level of proficiency in MS Office Suite
• Strict confidentiality with client information and client matters
• High standards of quality while managing a strong sense of urgency
• Extraordinarily organized and very detail-oriented

Physical Requirements

• Data Utilization - Requires the ability to review, classify, categorize, prioritize, and/or analyze data and/or information. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
• Human Interaction - Requires the ability to apply principles of persuasion and/or influence.
• Equipment, Machinery, Tools, and Materials Utilization - Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
• Verbal Aptitude - Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
• Mathematical Aptitude - Requires the ability to perform addition, subtraction, multiplication, and division; ability to calculate decimals and percentages; may require ability to utilize principles of fractions and/or interpret graphs.
• Functional Reasoning - Requires the ability to apply principles of influence systems, such as motivation, incentive, and leadership. Ability to exercise independent judgment to apply facts and principles for developing approaches and techniques to problem resolution.
• Situational Reasoning - Requires the ability to exercise the judgment, decisiveness and creativity required in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable.

ADA Compliant

• Physical Ability - Tasks involve the ability to travel to meetings outside office, exert moderate physical effort, and may involve some lifting, carrying, pushing and/or pulling of objects and materials up to 50 pounds. Tasks may involve extended periods of time at a keyboard or workstation and/or repetitive motion.
• Sensory Requirements - Some tasks require visual perception and discrimination. Requires oral communications ability.
• Environmental Factors - Tasks are occasionally performed with exposure to adverse environmental conditions, such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, animals/wildlife, toxic/poisonous agents, or pathogenic substances.