Administrative Assistant

Eide Bailly LLP•Ontario, CA

11d•Hybrid

About The Position

A typical day as an Administrative Assistant might include providing administrative support to partners and managers with integrity and professionalism. This role involves coordinating department staff meetings, seminars, and conference calls, and recording minutes as needed. The position also performs practice management billing procedures, sets up new clients, maintains client data, and assists with mail sorting and case filings. Responsibilities include formatting, copying, and preparing filings for Tax Court and regulatory agencies, processing penalty abatement filings, and communicating with government agencies. The role may involve signing on behalf of partners and managers, scheduling appointments, making travel arrangements, and composing routine correspondence. Additional duties include scanning, filing, faxing, copying, sorting and routing mail, greeting clients, answering telephones, ordering office supplies, and providing administrative support to other departments as needed. The Administrative Assistant is responsible for ensuring timely and accurate performance on assigned projects, maintaining compliance with project budgets, turnaround times, and deadlines.

Requirements

High school diploma.
2 years of experience in administrative support.
Strong organizational and customer relation skills.
Working knowledge of practice management systems.
Ability to communicate clearly in writing and verbally.
Ability to work on multiple projects and meet deadlines by setting priorities with work projects.
Ability to establish and maintain effective working relationships with co-workers and clients.
Proficient with computers, Microsoft Office (Word and Excel) and using various software packages.
Must be authorized to work in the United States now or in the future without visa sponsorship.

Nice To Haves

Experience working in a professional service or accounting firm.

Responsibilities

Provides administrative support to partners and managers with integrity and professionalism.
Coordinates department staff meetings, seminars and conference calls and records minutes as needed.
Performs practice management billing procedures for department, including transferring time, requesting aging and preparing bills.
Sets up new clients and maintains existing client data in the practice management system.
Assists with mail sorting to database and manages case filings in database.
Formats, copies and prepares filings for Tax Court and regulatory agencies.
Processes penalty abatement filings, communications with government agencies.
Signs on behalf of partners and managers as delegated, his or her name to correspondence and other written documents and forms.
Schedules appointments and makes travel arrangements.
Composes and types routine correspondence including orders, memos, letters and reports.
Performs miscellaneous scanning, filing, faxing and copying duties as needed.
Reviews, sorts and routes incoming mail; distributes outgoing mail.
Greets visiting clients and directs them to the correct person.
Answers telephones and gives information to callers; routes calls to appropriate personnel.
Orders and stocks office supplies.
Fills in for the receptionist and provides other departments with administrative support as needed.
Ensures timely and accurate performance on assigned projects.
Maintains compliance with project budgets, turnaround times, and deadlines.