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Administrative Assistant | Madison Office

Position Mission

Under the direction of the Human Resources Manager, the Administrative Assistant makes our internal and external clients feel welcomed and comfortable by greeting clients cheerfully and with enthusiasm. In addition, the Administrative Assistant provides administrative support to all departments within the Firm as needed.

Primary Duties and Responsibilities

  1. Immediately greet all internal and external clients as they enter the lobby.
  2. Offer guests beverages, snacks and assist them by taking their coats.
  3. Practice high quality customer service to internal and external clients.
  4. Answer phones with attentiveness and directing calls in a timely manner and retrieve and route all voicemail accumulated after hours.
  5. Keep the reception area and front desk presentable at all times. Maintain and monitor conference rooms and conference room schedulers especially during peak season.
  6. Sort and distribute mail and assign postage to all outgoing mail daily.
  7. Facilitates the shipping of packages, courier services and special pick up requests.
  8. Performs administrative duties for entire Wegner CPAs staff including: copying, filing, letter/memo creation and editing, appointment/conference room scheduling, lunch orders and catering, etc. as needed.
  9. Update and email monthly anniversary and birthday lists.
  10. Responsible for performing accounts receivables tasks for Madison, including ACH credit card payments and entry of daily deposit.
  11. Responsible for office supply purchasing, as well as office kitchen supplies, coffee and soda.
  12. Be the back-up for client set-ups.
  13. Perform administrative duties and tasks as part of the Administrative Support Team upon recognizing a need.
  14. Assist Human Resource Manager with event and meal planning as requested.

Required Education

High School Diploma or GED required. Associate’s or Bachelor’s Degree in Business or a related field is desirable.

Skills and Experience

  • Three to five years of experience directly related to the duties and responsibilities.
  • Proficient in Microsoft Office Suite-specifically Word and Excel
  • Must be able to demonstrate exceptional customer service practices
  • Demonstrated outstanding time management skills, ability to multi-task and prioritize, and remain calm in a fast paced environment
  • Strong verbal and written communication skills
  • Strong attention to detail
  • Ability to think in an innovative way and make suggestions for improvements
  • Proven record of excellent interpersonal skills

Public Contact

Extensive work interacting both by phone and face to face with clients and staff.

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.

Work Hours

Typical business hours are Monday through Friday, 8:00am – 5:00pm. Additional work hours will be expected during peak season.

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