Administrative Services Intern

HEARD MCELROY & VESTAL LLC•Shreveport, LA

11h•Onsite

About The Position

Supports the Administrative Services Department by performing a variety of tasks, including deliveries for the Firm and its clients, reception desk coverage, assembling tax returns and other documents, organizing and scanning Firm and client documents, processing Firm deposits, and assisting with general administrative tasks. This position requires availability to work approximately 24-30 hours per week.

Requirements

High school diploma or GED required.
Must be at least 18 years of age and possess a valid Louisiana driver’s license.
Reliable transportation in an insured personal vehicle required.
Working knowledge of the Internet, Microsoft Outlook, office equipment, computer hardware and peripheral devices.
Ability to learn Firm-specific software such as document scanning software as well as Adobe Acrobat Pro.
Ability to learn and run postage machine.
Ability to handle multiple projects simultaneously while maintaining consistency, accuracy and providing superior service.
Ability to communicate well with others on staff, both orally and in writing.
Ability to manage work load and deadlines.
Must be dependable, well organized, punctual, detail oriented, and have the ability to prioritize tasks.
Ability to work both independently and as part of a team with professionals at all levels.
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.

Responsibilities

Delivers tax returns, financial reports, and other documents to clients in a timely manner, using Internet maps to plan the most efficient route and logging mileage for deliveries made outside of the office.
Provides reception desk coverage greeting clients, answering main phone line, validating guest parking and preparing conference rooms.
Assists with client records management and the assembly of tax returns, audit reports, financial statements, and allocations.
Routes documents in the tax assembly and scanning pools.
Organizes, creates barcodes as well as scan sheets and bookmarks as needed, scans, and ensures the quality and accuracy of documents in the Document Management and Scanning software.
Verifies scanned information was read properly by CCH AutoFlow.
Processes Firm deposits utilizing bank software and scanning equipment.
Picks up and delivers mail to and from the post office, and sorts and distributes mail within the office.
Manages outgoing mail, ensuring correct mail service is used, adding postage to mail and entering postage charge into Firm system.
Aids Administrative Services staff in tracking office supplies inventory and maintaining the cleanliness and organization of office space.