Receptionist/ Administrative - Director of First Impressions

SSC Advisors, Inc. and SSC CPAs P.A. are unique. Our firm's philosophy is to provide the best atmosphere in which people can create, perform, and grow. We believe that the success of a professional service firm is directly related to the caliber and attitudes of the people associated with it. It is important because we don't just look for number crunchers. We look for people who get personal satisfaction from helping others and innovative people with new ideas to bring to the profession.

We are a leading regional accounting services firm looking for full-time Administrative Support in our Overland Park, Kansas office. Responsibilities include providing excellent customer service to clients whether in person, on the phone, or via email, and also providing specialized administrative support to our audit, accounting, and tax professionals as well as the office operational staff.

Position Purpose:

To ensure clients, walk-in customers, and callers receive timely and cheerful, positive, professional attention. Always maintain the client reception area and conference rooms with a clean and professional image. Additionally, provide a high level of administrative support to all departments and staff.

Role and Responsibilities

• Answering the phone and transferring to the appropriate person.
• Changing automated greeting, as appropriate.
• Managing if the phone needs to be switched to night service/ holiday service.
• Retrieving /transferring messages left in the general delivery mailbox.
• Assist clients with electronic or physically requested documents.
• Primary point of contact for scheduling appointments between clients and management staff
• Unlock the front door and turn on the lights by 8:00 am.
• Review conference room & staff calendars to distribute Client Connection email by 8:30 am
• Maintaining cleanliness and professionalism of client reception area, kitchen, conference, and “Peace” rooms.
• Maintaining and replenishing supplies/refreshments in the client reception area, conference rooms, and common areas (kitchen and bathrooms) such as beverages, candy, etc. Includes purchasing supplies at the store, when needed.
• Call clients who have items to pick up.
• Maintain client pick-up record/monitored items for client pick-up. Includes re-contacting clients on a rotating schedule to ensure documents in drawers are continually distributed.
• Order floral deliveries and other gifts for staff & clients (when instructed).
• Brewing coffee every morning, and if clients are coming in for appointments also in the afternoon.
• Primary point of contact for monitoring fax mailbox and forwarding faxes to appropriate person & sending faxes when requested.
• Maintaining conference room schedules and updating the whiteboard daily.
• Provide support for office and firm events and activities.
• Monitoring and ordering office/mail supplies and toner.
• Open, date stamp received, and distribute incoming mail; update incoming documents log in Teams
• Put postage on outgoing mail; update outgoing mail log
• Ensure that mail is taken to post office box by 3:00 pm.
• Monitor postage balance on the meter and advise firm administration when to replenish.
• Send record of postage billable to client weekly to firm administration.
• Print mailing labels for USPS/UPS /FedEx shipping, and record/report the expense appropriately.
• Primary responsibility to monitor, print, and distribute client billings from Practice CS.
• Prepare deposits for payments received in the office, including credit card payments.
• Processing of Compilations, Reviews and Audit Reports (as needed).
• Provide support in the processing of various tax returns for clients.
• Provide support in communication with clients regarding delivery of tax returns, client documents, and filing of tax returns, including consistent review of documents in tax information cabinet.

Reception:

• Greet & assist clients with drop-off & pick up of information.

Office Management:

Mail:

Firm Administrative Services:

Tax Administrative Services: (reports to Office Supervisor)

Additional Notes

The position to be hourly, 40 hours a week, 8 to 5 during the non-busy season, may require a shift in schedule, including Saturdays, and/or overtime during busy season. Organize lunch breaks and vacation requests with other trained administrative staff in your location to ensure front desk is staffed.

Requirements:

• Minimum 3 years of recent prior office experience - Required
• Strong, demonstrated proficiency in Microsoft Office, including Word, Excel and Outlook - Required
• Ability to prioritize and meet deadlines on time
• Experience with automated accounting systems is a plus
• Experience with accounting environment preferred
• Strong critical thinking and analytical skills
• Strong written and verbal communication skills
• Excellent organizational and time-management skills

SSC CPAs Advisors is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.