Office Assistant

Office Assistant Job Description

Responsibilities:

Ensure Clients are greeted upon entry and directed to appropriate personnel for assistance.

Make sure that all incoming mail, faxes and emailed documents are properly logged and distributed.

Make certain voice mail is checked daily, incoming calls are answered and all messages are promptly distributed.

Manage, organize and maintain an accurate schedule for the President and keep him on task.

Ensure all files are pulled and prepped for appointments.

Facilitate ordering of office supplies for Winchester & Harrisonburg.

Coordinate servicing of office equipment.

Coordinate with IT support and software vendors to ensure that software and computer systems are up to date and operating properly.

Facilitate the smooth flow of tax returns through checking, processing, and delivery to Clients for the Winchester & Woodstock offices.

Coordinate annual tax organizer mailings, including performing mail merges as needed.

Ensure all new clients are correctly entered into Practice and other programs as appropriate.

Develop and/or update organizational tools, such as logs and checklists, to enhance operational efficiency.

Ensure all Client payrolls are processed accurately and delivered on time.

Enter data into accounting and other software packages.

Ensure all monthly & quarterly Client deliverables are delivered on time and all payroll & sales taxes are paid in a timely manner.

Ensure that all billing is performed both timely and accurately.

Ensure that all payments from Client-including credit card payments-are properly processed and posted, and all receipts are deposited.

Ensure that filing is accurately completed on a daily basis.

Prepare bank deposits and deposit at bank.

Perform light cleaning duties as needed.

Other duties as assigned.

Qualifications:

Must be proficient in Microsoft Office including Word, Excel and Outlook

Must be able to work independently, set and maintain priorities and multi-task with minimal supervision

Must work well with others to maintain a work environment of respect, tranquility and productivity

Must be reliable, trustworthy, punctual and discreet

Must project a professional image in terms of both demeanor and appearance