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Administrative Assistant | Assurance Department (Madison Office)
POSITION MISSION
Under the direction of the Department Partner, the Administrative Assistant is responsible for providing administrative support to the Assurance Department including all its functional areas: Scheduling, Marketing, Staff Development and Quality Control. In addition, the Administrative Assistant will be responsible for supporting the department’s Partners by performing a variety of executive administrative duties.
PRIMARY DUTIES AND RESPONSIBILITIES
1. Responsible for the assembly of tax returns and financial statement.
2. Perform general administrative duties supporting the firm’s Assurance Department and Partners, including, but not limited to: document processing, proofreading and formatting, data entry and information tracking, faxing, copying, scanning, filing, and editing and composing correspondence of a general nature.
3. Perform functional areas committee specific administrative duties including, but not limited to: meeting scheduling, agendas and minutes, tracking information, Form 990 extensions, compiling lists of the engagements for the peer review/inspection, report assembly, scanning permanent files,
4. Work with the Staff Development committee to schedule campus recruitment, career fairs, and interviews; organize new staff trainings and events tracking.
5. Assist the Department Partners with letter writing, coordination of meeting, new client set ups, calendar management, travel arrangements, preparation of presentation materials and responding to Request for Proposals (RFP). This requires maintaining a high degree of discretion when dealing with confidential information.
6. Responsible for heavy calendar management with both department staff and externally to coordinate a variety of meetings, seminars and trainings.
7. Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner.
8. Performs miscellaneous job-related duties as assigned
REQUIRED EDUCATION
High School Diploma or GED required. Associate’s or Bachelor’s Degree in Business or a related field is desirable.
REQUIRED SKILLS AND EXPERIENCE
- Three to five years of experience directly related to the duties and responsibilities specified
- Highly proficient in Microsoft Office Suite- specifically Word, Excel and PowerPoint
- Must be able to demonstrate exceptional 5-Star customer service practices
- Demonstrated outstanding time management skills, ability to multi-task, determine priorities
and remain calm in a fast paced environment
- Strong verbal and written communication skills
- Strong attention to detail
- Ability to think innovatively and make suggestions for improvements
- Proven record of excellent interpersonal skills
CERTIFICATIONS REQUIRED
None.
CONTINUING PROFESSIONAL EDUCATION (CPE)
Members of the administrative staff are required to attend a minimum of 30 hours of internal and external professional seminars in each calendar year. The firm pays seminar pays seminar costs if the Human Resource Department and the Managing Partner approves the registration in advance.
WORKING CONDITIONS
Equipment used: computer, fax machine, telephone, postage machine, copier and scanner.
PHYSICAL DEMANDS
Essential demands include sitting at a desk, working on a computer for long periods of time and using a telephone to communicate with internal and external clients and the general public. An increased amount of time standing to assemble tax returns and financial reports during peak seasons.
WORK HOURS
Business hours Monday through Friday, 8:00am-5:00pm. Additional work hours will be expected due to the department’s increased work volumes during peak seasons.
Wegner LLP is an Equal Opportunity Employer.
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