Administrative Assistant

Primary Duties and Responsibilities

• Actively practice 5-Star customer service to internal and external customers. Immediately greet all internal and external clients in a warm, friendly and professional manner as they enter the lobby.
• Maintain positive client relationships.
• Answer phones with attentiveness and a smile in your voice.
• Retrieve and route all voicemail 
• Keep the reception area and conference rooms presentable and supplies stocked (business cards, pen, etc.) when not assisting clients.
• Complete tax return assembly process daily based on need (significant increased levels during tax season). Financial statement report assembly (significant increased levels during tax season).
• Set up new clients in Practice Management, Axcess Tax and XCM.
• Log-in clients and create scan cover sheets as workpapers are received.
• Process bi-monthly timesheets and post time. Key and post expenses.
• Assist clients during pick up of tax returns and other paperwork as necessary.
• Pick up, open and sort the mail into mailboxes after 10:00am. Process and assign postage to all outgoing mail and take mail to the post office before 5:00pm.
• Process daily deposits.
• Print AR report and give to billers. Assist billers with online billing. Print statements and monthly reports.
• Organize and send out hold/mail estimates as required.
• Enter invoices into Bill.com
• Facilitate the shipping of packages and special pick-up requests.
• Perform general office duties including copying, scanning, letter/memo creation, editing and appointment/conference room scheduling.
• Order office supplies as needed. Shop for supplies not ordered online.
• Maintain and monitor the kitchen, reception area and conference rooms for supplies.
• Reconcile petty cash.
• Maintain Wegner business credit card receipts and enter into Nexonia.
• Send tax organizers and business tax engagement letters to clients each year.
• Miscellaneous duties as assigned.

Required Education

2-year college degree

Skills and Experience

• Two to three years of experience directly related to the duties and responsibilities specified, preferably in a professional services firm.
• Must be able to demonstrate exceptional 5-Star customer service practices.
• Ability to multi-task and remain calm in high task situations.
• Must be proficient with Microsoft office Suite.
• Must present a professional image.
• Demonstration of effective oral and written communication skills.
• Proven record of excellent interpersonal skills.
• Knowledge of multi-phone line operations.
• Demonstrate outstanding time management

Wegner provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

Please be aware that as part of our hiring process, Wegner CPAs participates in E-Verify. Your employment eligibility will be confirmed through the E-Verify program upon hire.