Administrative Assistant (Seasonal)

Administrative Assistant
Job Description

Job Title: Administrative Assistant

Department: Operations

Reports to: Operations Manager

FLSA Status: Hourly / Exempt

Additional Information:
We are looking for someone to help us with our administrative office work from now until the end of April (or even May if available) to finish help us with the additional workload of Tax season.

Hours:

Monday through Wednesday 8:30am to 5pm

Thursday from 8:30am to 8pm

Friday from 8am to 12pm

Some overtime may be required to complete all work before the tax deadline.

Position Summary
Provide efficient, courteous, and personalized service to professional tax advisors, wealth management advisor, senior management and current clients by effectively interfacing with those assigned to provide those services. Will serve as an administrative assistant to ensure daily task and objective are completed with exceptional accuracy and with high performance standards. Primary responsibilities include, but are not limited to reviewing tax documents to ensure all necessary documents are received from clients, direct and indirect client communications, ensure finalization of tax consultation, processing payments, data base integrity, minimizing electronic file errors, scanning, faxing, scheduling, exceptional customer service, problem resolution, quality control matrix and IRS compliance regulations adherence. Effective communication to enhance overall productivity. Identify process improvement opportunities for Operations Department workflow effectiveness. Provide administrative support to the professional tax advisors as needed. Provide administrative support to staff and wealth management coordination.

Essential Duties and Responsibilities
To perform this job successfully, an individual must be able to perform the following satisfactorily; other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Advanced Customer Service

• Customer complaints.
• Scheduling conflicts.
• Effective follow-up.
• Time Management

Initial and Ongoing Training

• Help develop and implement administrative assistant training.
• Provide opportunities to learn new skills.

Other Assignments

• Invoice tax returns
• Prepare credit card deposits
• Weekly tax project report
• Front Office support as necessary
• Special projects as assigned

Maintaining optimal work performance in a fast-paced environment is primary responsibility in this role. Relationship management is essential to make the client feel welcome and significant either on phone or in person. Maintain flexibility to effectively transition between critical workstations within the Operations Department. Ability to effectively identify process improvement opportunities for the Operations Departments. Familiarity with a variety of tax, accounting, and financial services concepts, practices, and procedures. A wide range of creativity and latitude is expected.

Core Values
To perform the job successfully, an individual should demonstrate the following core values:

Services Client Above All Else: Cares about client success, friendly, treats everyone with respect, understands the value of reputation, and encourages teamwork with client.

Does the Right Thing: Hard worker, willingness, integrity, shows honesty.

Shows Unequivocal Excellence: Takes responsibility, maintains accountability, values a collaborative environment, willing to teach, train, and expound.

Questions to Solve: Continues to strive for perfection, detail oriented, pragmatic, creative, values accuracy.

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/Experience: High school diploma or general education degree (GED) and three to five years related experience and/or training; or equivalent combination of education and experience. Some college preferred.

Language Ability: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of an organization. Bilingual Spanish preferred.

Mathematical Ability: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages. Ability to apply concepts of basic algebra.

Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills: To perform this job successfully, an individual should have knowledge of MS Office (Word, Excel, PowerPoint, Outlook, Internet Explorer), CRMs in general.

Certificates and Licenses: N/A

Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee must frequently lift and/or move up to 10 pounds. Specific vision abilities required by this job include Close vision, Distance vision, Peripheral vision, Depth perception and Ability to adjust focus. While performing the duties of this Job, the employee is regularly required to sit, talk, and hear. The employee is frequently required to walk; use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to stand; climb or balance and stoop, kneel, crouch, or crawl.

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.

Job Types: Full-time, Temporary

Pay: From $9.00 per hour

Benefits:

• Employee discount

Schedule:

• 8 hour shift
• Overtime
• Weekend availability

Ability to commute/relocate:

• Houston, TX 77066: Reliably commute or planning to relocate before starting work (Preferred)

Education:

• High school or equivalent (Preferred)

Work Location: One location