Job description

We are a full-service Certified Public Accounting firm offering tax, audit, consulting, and business advisory services to clients in a wide variety of industries. Due to our continued growth, we are constantly seeking talented individuals to join our team of professionals in providing superior client services. This position will allow you to grow and develop with a wide variety of projects and services. We offer training and education opportunities and provide prospects for advancement.

The Administrative Assistant supports the firm’s daily operations, HR processes, and financial functions — with a specific focus on accounts receivable and client billing. This is a high-visibility role, critical to ensuring timely cash flow and efficient back-office operations in a fast-paced public accounting firm.

Job requirements

The primary responsibilities of the Administrative Assistant are:

• Support the Firm Administrator in day-to-day firm operations

• Schedule meetings, organize firm events, and maintain internal communications

• Assist with onboarding, maintaining employee records, and benefits administration

• Generate and distribute client invoices in accordance with Firm Administrator instructions

• Maintain accurate records of receivables using firm software (e.g., QuickBooks, Practice CS, or CCH)

• Monitor A/R aging reports and follow up on past-due accounts

• Process client payments and apply them correctly to accounts

• Assist in month-end reporting and reconciliations

• Communicate with clients regarding billing inquiries and payment status

• Coordinate with CPAs and partners to ensure billing accuracy

Position Reports to

The Administrative Assistant is a member of the Firm Administrative team, reporting to the Firm Administrator and the departmental operations leaders.

Education and Experience

• Minimum 2 years previous experience in firm billing/receivables preferred, and/or business accounting, administration.

• Bachelor’s degree or equivalent experience in Accounting, Finance or related field preferred.

• Experience with accounting or practice management software preferred (e.g., QuickBooks, CCH, Thomson Reuters, or similar).

Factors to Success

·         Excellent written and verbal communication skills.

·         Excellent client service skills.

·         Advanced knowledge of accounting principles and billing software.

·         Represents the firm in a positive, professional manner.

·         Strong knowledge of Microsoft Office Suite (Word, Excel, Outlook).

·         Discretion and professionalism when handling confidential client and firm information

Physical Requirements

·         Prolonged periods sitting at a desk and working on a computer.

·         Must be able to lift up to 15 pounds at times.

Benefits

·         Paid Time Off

·         Paid Holidays

·         Summer Hours

·         Health Insurance

·         Health Savings Account

·         Dental Insurance

·         Vison Insurance

·         Life and Disability Insurance

·         401K (after 6 months)

·         401K matching

·         Referral Bonus