Administrative Services Staff

Description

SUMMARY: Provides support to the Firm by carrying out Administrative Services duties such as assembling tax returns, audit reports/financials, and other firm-related documents, organizing the scanning of Firm and client documents as well as performing the following duties:

DUTIES AND RESPONSIBILITIES:

• Assembles tax returns both manually and electronically, audit reports/financials, and allocations.
• Routes returns in the assembly pool and the scanning pool.
• Organizes and scans documents into CCH Document or AutoFlow/ProFX on scanner workstation.
• Ensures quality and accuracy of scanned documents by reviewing scanned pages.
• Corrects scanned documents as needed.
• Confirms and releases scans in the appropriate system once reviewed.
• Verifies barcode and documents client number in AutoFlow.
• Maintains documents until confirmed they are successfully uploaded.
• Creates barcodes, scan sheets and bookmarks as appropriate.
• Provides support to other Document/AutoFlow scanner users.
• Picks up route boxes, ensuring in-office letters/documents are delivered quickly and accurately.
• Picks up mail from the post office and sorts and/or distributes within the office.
• Prepares FedEx packages for pickup/delivery.
• Utilizes the postage machine to place proper postage on documents.
• Tracks inventory in Administrative Services as well as maintains Administrative Services office space.
• Backs up the Receptionist and/or Runner when needed.
• May provide assistance in other departments of the firm as needed.

Requirements

COMPETENCIES:

• Ability to handle multiple projects simultaneously while maintaining consistency, accuracy and providing superior service
• Ability to communicate well with others on staff, both orally and in writing.
• Ability to manage work load and deadlines.
• Ability to adapt to changing technologies.
• Must be dependable, well organized, punctual, detail oriented, and have the ability to prioritize tasks.
• Ability to work both independently and as part of a team with professionals at all levels.
• Works autonomously under the pressure of tight deadlines and multiple priorities
• Must exhibit a high degree of professionalism including the ability to maintain the highest levels of confidentiality

SUPERVISORY RESPONSIBILITIES:

This job has no supervisory responsibilities.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

High school diploma or GED required. Experience providing administrative support preferred.

Computer Skills:

To perform this job successfully, an individual should have working knowledge of the Internet, Microsoft Outlook, office equipment, computer hardware and peripheral devices. Ability to learn Firm document scanning software as well as Adobe Acrobat Pro. Ability to learn and run postage machine.

Firm Culture/Client Service:

Promotes the firm’s culture, including supporting Heard, McElroy & Vestal’s philosophy of developing a relationship with each client on a personal level, catering to their specific needs. Ability and judgment to interact and communicate appropriately with other employees, clients and management. Ability to serve clients, both internal and external (community/public) in a manner that will support superior client relations.

Physical Demands/Work Environment:

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is frequently required to walk or use hands to finger, handle, or feel. The employee is occasionally required to stand, reach with hands and arms, and stoop, kneel, crouch or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus. The noise level in the work environment is usually moderate.

This job description reflects management’s assignment of essential functions. It does not prescribe or restrict the tasks that may be assigned. Heard, McElroy & Vestal shall, in its discretion, modify or adjust the position to meet the Firm’s changing needs. This job description is not a contract and may be adjusted as deemed appropriate in the Firm’s sole discretion.

Heard, McElroy & Vestal is an Equal Opportunity Employer. We actively seek and employ qualified persons in all job classifications and administers all personnel actions without regard to race, color, religion, age, gender or sex (including pregnancy), national origin, ancestry, marital status, non-job related disability, veteran/military status, genetic information, gender identity, sexual orientation or any other characteristic protected by applicable federal, state or local law.