Administrative Assistant for an Accounting Firm

10 HOURS A WEEK / $6 hr

An administrative assistant in an Accounting firm plays a crucial role in ensuring the smooth operation of the office and supporting the CPAs and other staff in their daily tasks. Here are some typical responsibilities and duties that an administrative assistant might perform in a CPA / Accounting firm:

1. Client Communication:
Answering phones, taking messages, and directing calls to the appropriate staff.
Responding to client inquiries and scheduling appointments or meetings.

2. Scheduling and Calendar Management:
Managing the calendars of owner and other professionals, scheduling client meetings, and coordinating appointments.

3. File and Document Management:
Organizing and maintaining client files, both physical and digital.
Scanning, copying, and filing documents, including tax returns, financial statements, and other paperwork.

4. Data Entry:
Entering financial data into accounting software.
Managing and updating client databases.

5. Meeting and Event Coordination:
Assisting in planning and coordinating client meetings, seminars, or workshops.
Preparing meeting materials and ensuring meeting rooms are set up.

6. Billing and Invoicing:
Assisting with the preparation of client invoices.
Tracking payments and following up on overdue accounts.

7. Assisting with Tax Preparation:
Collecting tax-related documents from clients.
Organizing and categorizing tax receipts and statements.

8. Client Onboarding:
Helping onboard new clients by collecting necessary documentation and information.

9. Research and Data Analysis:
Conducting research on tax regulations, accounting standards, or industry-specific topics.
Assisting with data analysis and report preparation.

10. Software and Technology Support:
Assisting staff with software and technology-related issues, such as troubleshooting computer problems or helping with software updates.

11. Confidentiality and Compliance:
Maintaining client confidentiality and adhering to all relevant regulatory and compliance requirements, such as data protection and privacy laws.

12. General Administrative Tasks:
Handling incoming and outgoing mail.
Assisting with the preparation of financial reports and presentations.
Managing office expenses and budgets.

13. Assisting with Year-End Closing:
Supporting CPAs and accountants during the busy tax season by managing deadlines and helping with document retrieval.

14. Team Support:
Providing assistance to other team members as needed, such as helping with overflow work during peak periods.

Job Requirements:
Effective communication skills, attention to detail, organizational abilities, and proficiency in office software and accounting software (such as QuickBooks or accounting-specific software) are essential for an administrative assistant in a CPA firm. Additionally, a strong commitment to client service and maintaining the confidentiality of financial information is critical in this role.

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Work Schedule
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+ This is a PART-time position Mondays through Fridays 9 am EST (10 hours a week)

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How To Apply
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• Please respond to this job post with the subject: I am your next VA
• Send us a link to your updated CV (Make sure anyone can view your resume)
• Send us a Link to your Vocaroo recording and Tell us anything interesting about yourself and why you think you are perfect for the role. Please make a 1 minutes audio recording.