Administrative Assistant

HEARD MCELROY & VESTAL LLC • Shreveport, LA

20d • Onsite

About The Position

Under general direction, performs a variety of office, administrative and secretarial support functions in a manner that reflects the Partner’s priorities and the Firm’s mission, goals and values while providing outstanding service to a variety of internal and external stakeholders and maintaining an overall standard of excellence.

Requirements

• High school diploma or GED required.
• One to three years of experience performing administrative/accounting duties.
• Must have working knowledge of Microsoft Outlook, Word, and Excel.
• Ability to navigate and perform research on the Internet.
• Ability to type at least 40 words per minute.
• Ability to handle multiple projects simultaneously while maintaining consistency, accuracy and providing superior service
• Ability to work both independently and as part of a team with professionals at all levels
• Ability to adapt to changes in processes and procedures to ensure efficiency and effectiveness
• Strong communication skills, both orally and in writing
• Ability to interact and maintain professional relationships with staff as well as clients
• Works autonomously under the pressure of tight deadlines and multiple priorities
• Must be dependable, well organized, punctual, detail oriented and have the ability to prioritize tasks
• Must exhibit a high degree of professionalism including the ability to maintain the highest levels of confidentiality
• Ability and judgment to interact and communicate appropriately with other employees, clients and management.
• Ability to serve clients, both internal and external (community/public) in a manner that will support superior client relations.

Nice To Haves

• College degree preferred.

Responsibilities

• Provides administrative support to the assigned Partner(s) and Department(s) as assigned, including scheduling meetings, maintaining and updating Partner’s daily calendar, managing incoming and outgoing phone calls, drafting correspondence, creating spreadsheets and presentations, preparing expense reports, processing incoming and outgoing mail, screening email, mailing or overnighting letters/packages, establishing, scanning and maintaining electronic and paper files, copying, faxing.
• Schedules and coordinates meetings, conferences and events, including logistics, correspondence, advance preparation of materials, follow-up activities related to Firm business, coordinates activities directly related to the Partner, and works with the Partners and members of the administrative team in the execution of Firm initiatives.
• Enters and updates client information in accounts receivable software.
• Processes and posts daily deposits and necessary accounts receivable adjustments to the appropriate client account and invoices and ensures reconciliation of the batch.
• Performs computer work including word processing, spreadsheets and using accounting and firm specific software programs.
• Performs responsibilities for the client such as establishing and maintaining detailed client files, preparing client correspondence, preparing and e-filing client income tax extensions as well as other reports and projects as needed.
• Ensures materials and reports for signature are accurate and complete, proofreading and reviewing for accuracy, completeness and compliance with Firm standards, policies and procedures as necessary.
• Screens incoming calls and emails and determines the level of priority, while using caution in distributing information and maintaining strict confidentiality.
• Seasonal overtime required.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED