We’re Hiring a Front Desk Administrative Associate

October 30, 2024

Are you a professional with strong customer service skills, excellent communication abilities, and a knack for office organization? At Wicks Emmett, we pride ourselves on delivering exceptional service to our clients and creating a welcoming environment for our team. Our firm values integrity, dedication, and a positive work culture. We are currently seeking a friendly, organized, and professional full-time Front Desk Administrative Associate to join our team. As the first point of contact for clients and visitors, this role is crucial in maintaining a positive and professional image for the firm. If you are punctual, willing to learn, and a great multitasker, we want to hear from you!

Hours:

Tax Season:

Late January through mid-April: Monday-Friday, 8am – 5pm and Saturdays, 8am – 12:00pm

Outside of Tax Season

Mid-April through Labor Day: Monday-Thursday, 8am – 5pm and Fridays 8am – 1pm

After Labor Day through late January: Monday – Friday, 8am – 5pm

Pay:

$18 – $26 per hour, DOE

Responsibilities:

  • Answer phones and direct calls, greet and assist clients at the front desk.
  • Manage and schedule client appointments. Prepare client files for upcoming appointments.
  • Scan and log in client documents.
  • Process completed client tax returns for delivery to client, collect necessary signatures, and follow up on outstanding returns.
  • Prepare outgoing mail, take mail to the post office daily, collect and distribute incoming mail from the PO Box(es). Address returned mail and contact clients as necessary.
  • Monitor and confirm delivery of certified mail. Scan receipts to appropriate files.
  • Receive and apply payments to client accounts. Notify appropriate parties of delinquent account statuses.
  • Take deposits to the bank.
  • Monitor and address firm faxes and voicemails.
  • Continuing Professional Education (CPE): Setup, order, and track CPE.
  • Order and stock supplies for the firm, maintain supply levels, and ensure organization.
  • Coordinate monthly birthday/anniversary celebration for firm, including posters, cards, and treats.
  • Ensure the kitchen is clean and supplies are stocked.
  • Order catering and lunch as requested.
  • Run and distribute monthly due date reports for CPAs.
  • Maintain and update the firm contact list, distributing updates to all members.
  • Perform annual cleanup of client data systems. Proforma and roll forward prior-year projects and workflows to new year.
  • Arrange travel for employees, including flights, hotels, and rental cars.
  • Collect, review, and correct errors on monthly employee timecards.
  • Provide notary services to clients, as needed.
  • Other projects and duties, as assigned.

Physical/Functional Responsibilities:

  • Constantly communicates with staff and clients in person, by telephone, and by email; uses hands to type, finger, handle or feel objects or controls; reaches with hands and arms. Occasionally stoops, kneels, bends, crouches and lifts up to 25 pounds.
  • Must be able to remain in a stationary position for up to 50% of the time sitting at a desk and/or working on a computer.
  • Must be able to occasionally move about inside the office to access file cabinets, office machinery, etc.
  • Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
  • Frequently positions self to maintain files in file cabinets.
  • Must possess the ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.
  • Must possess the ability to observe details at close range (within a few feet of the observer).

Minimum Qualifications:

  • High school diploma or equivalent
  • 1+ years of experience in an administrative role
  • Proficiency in Microsoft Office Suite and office equipment
  • Strong customer service skills
  • Excellent communication and organizational skills
  • Ability to multitask and prioritize tasks effectively
  • Flexible and adaptive
  • Teamwork-focused
  • Notary Public certification or willingness to obtain certification

Preferred Qualifications:

  • Deadline-focused
  • Process and detail-oriented
  • Energetic and seeks input from others
  • Open to new ideas and concepts

Why Join Wicks Emmett?

Work-Life Balance: We value our employees and offer a supportive environment that prioritizes work-life balance.

Great Benefits: Enjoy comprehensive benefits that support your personal and professional growth.

Supportive Environment: Join a collaborative and supportive team that values each member’s contributions.

Local Company: Be part of a local company that takes pride in creating a great place to work.

If you are ready to take on a dynamic and rewarding role at Wicks Emett, please send your resume to Sara Dreier: sara@wicksemmett.com. We look forward to meeting you!

Wicks Emmett is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Apply Now!