Administrative Assistant

Perform a wide range of administrative and office support activities to facilitate the efficient operation of the organization.

Primary Responsibilities

• Relieve management of administrative detail.
• Data entry with software programs (bookkeeping, tax, payroll, etc)
• Assemble Federal and State income tax returns for individuals and organizations.
• Assemble payroll tax returns and make electronic payments.
• Assemble other completed projects to be picked up, mailed, uploaded or scanned
• Ensure operation of copiers by completing preventive maintenance requirements and submitting repair order.
• Manage electronic tax filings and extensions
• Scan documents onto network files
• Develop working relationships with clients and utilize appropriate technology to communicate.
• Receive and direct visitors and clients in a friendly and polite manner.
• Screen visitors and clients to control interruptions.
• Maintain postage software and mail postmarked items
• Maintain electronic and hard copy files and documents and maintain client portal
• Coordinate meetings and appointments.
• Maintain required level of technical knowledge.
• Take part in administrative meetings to assure secretarial follow-through.
• Assure discreet handling of all business.
• Contribute to team effort by accomplishing related results as needed.
• Bring additional business to the firm through new clients and new work from existing clients.
• Other duties as assigned.

Competencies:

• Analytical – Synthesizes complex and diverse information; collects and researches data; uses intuition and experience to complement data; designs workflows and procedures.
• Problem Solving – Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.
• Technical skills – Assesses own strengths and weaknesses; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others.
• Judgment – Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decision; includes appropriate people in decision-making process; makes timely decisions.
• Professionalism – Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.
• Dependability – Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan.
• Quality – Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.
• Initiative – Volunteers readily; undertakes self-development activities; seeks increased responsibilities; takes independent actions and calculated risks; looks for and takes advantage of opportunities; asks for and offers help when needed.

Position Requirements:

• Associates degree or equivalent; or two to four years’ related experience and/or training.
• Knowledge of clerical and administrative procedures and systems such as filing and record keeping.
• Knowledge of principles and practices of basic office management.
• Ability to write business correspondence and procedures.
• Ability to verbally present information and respond to questions from staff, clients, and visitors.
• Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.
• Ability to operate standard office equipment including copier, fax, and scanner.
• Knowledge of Microsoft Office Suite.
• Ability to regularly work 20-30 or more hours per workweek and additional hours per workweek during the busy season.

Van Winkle & Co. CPA Advisors is a Twin Cities-based CPA firm specializing in tax services, bookkeeping, payroll, consulting and advising. We provide the knowledge, experience, and tools necessary to help you or your business with anything from traditional tax preparation, to complex accounting solutions to planning your future. Our mission is to become the most trusted advisor to our client, whether an individual, business, non-profit organization, estate, or trust.