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ADMINISTRATIVE ASSISTANT

Job Purpose

Reporting to the Manager of Administration, the Administrative Assistant is responsible for coordinating all general office administration duties and providing operational support to accounting staff and management. This position assists clients by following up on required documentation and coordinating timely processing of work. The Administrative Assistant ensures efficient workflow by monitoring due date reports and managing the firm's internal billings.

Key Duties & Responsibilities

• Providing administrative support to accounting staff and management
• Coordinating client billing and follow-up, including preparation of client statements, issuing invoices, and updating client account records
• Preparing and processing tax return packages and other related forms
• Preparing reports and financial statements
• Assisting with and monitoring workflow to ensure timely response to government inquiries, tax filings, and other time-sensitive deadlines
• Scheduling and coordinating meetings and appointments
• Managing correspondence and other documents of a confidential and sensitive nature
• Preparing presentations, correspondence and other communications using Microsoft Office applications
• Maintaining filing systems and monitoring files requiring follow-up review
• Providing reception coverage
• Providing mentorship for other administrative staff
• Other ad hoc projects (process improvement, best practices, etc.) as required
• Conducting any and all other duties assigned

Qualifications

Education & Experience:

• A 2-year post-secondary diploma in a related field (i.e. Business or Office Administration, Accounting, or Human Resources) with a minimum of 2 years administrative office experience
• Accounts Payable/Accounts Receivable experience
• Public accounting firm experience would be considered an asset

Skills & Knowledge:

• Knowledge of general office processes and procedures
• Computer skills, including Microsoft Office

Competencies:

• Focused on client service orientation
• High degree of attention to detail
• Excellent communication skills, both oral and written
• Strong ability to Problem Solve
• High level of organizational skills
• Ability to work in a cooperative environment and have a team orientated mindset
• Takes initiative of any tasks, or job-related functions that arise
• Strong ability to make sound judgement calls, based on experience and critical thinking ability

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