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