Senior Administrative Specialist

Bowers CPA's & Advisors • Rochester, NY

3d • $25 - $30 • Onsite

About The Position

The Senior Administrative Specialist is the senior on-site administrative leader for a professional services office of approximately 30 employees. This role is responsible for ensuring smooth daily operations, maintaining administrative standards, and supporting a professional, efficient, and well-organized office environment. The Senior Administrator will be the primary onsite administrative contact between the local office and the Firm Administrator to whom this position reports . In this job, you will be a hands-on contributor and leader, directly performing administrative tasks while supervising the local inoffice administrative team. The Senior Administrative Specialist serves as the primary liaison between the local office and the Firm Administrator located in another office. Success in this role requires professional leadership skills, balancing execution, delegation, and aligning local needs with firm-wide policies and expectations administered and directed by the Firm Administrator. This position may require extended hours during peak periods.

Requirements

• 57 years of progressive administrative experience, preferably in a professional services or accounting firm environment.
• College degree preferred or professional equivalent experience
• Prior experience performing hands-on administrative work while leading or supervising others.
• Demonstrated ability to manage competing priorities and balance execution with leadership responsibilities.
• Strong organizational, problem-solving, and interpersonal skills.
• Excellent written and verbal communication skills.
• Proven ability to work independently while coordinating with remote leadership.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint); experience with document management systems is a plus.
• High degree of professionalism, discretion, and attention to detail.
• Continuous improvement mindset
• Ongoing collaboration with firm leadership and administrative teams across locations.

Responsibilities

• Supervise, assist with Admin staff training, and onboard new staff.
• Support two administrative team members, providing clear expectations, guidance, and regular feedback.
• Ensure compliance with firm policies related to records management, confidentiality, and administrative standards.
• Assist in processing tax returns, financial statements, and other correspondence
• Assist in troubleshooting tax return rejections
• Finalize Financial Statements
• Scan and autoflow tax documents when needed
• Assist in scanning and binding documents
• Assist the Firm Administrator in task delegation to the local Admin Team
• Handle time-sensitive and confidential matters with professionalism, discretion, and sound judgment.
• Provide front-line administrative coverage as needed to ensure continuity of operations and service quality.
• Delegate work effectively while maintaining accountability, quality, accuracy, and timeliness
• Support cross-training and workload balancing to ensure consistent service and coverage to our Partners and Clients
• Other administrative duties as assigned, such as scheduling meetings, coordinating catering orders, engagement logistics, and client-facing administrative needs, etc.
• Manage office building maintenance along with office logistics for client meetings and events

Benefits

• We offer tremendous growth and development opportunities, flexible work schedules, and a comprehensive compensation and benefits package to include Health, Dental, Vision, Life, Long-Term Disability, 401K, Paid Time Off, Volunteer Time Off, Work-Life Balance Culture, and More!
• EOE

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 1-10 employees