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Job Description Administrative Assistant Location: Manchester, Connecticut Employment Type: Full-Time Reports To: Firm Partners Position Overview We are seeking a detail-oriented and proactive administrative assistant to provide comprehensive administrative and clerical support to our accounting firm. The ideal candidate will possess strong organizational and communication skills, demonstrate initiative in daily operations, and ensure smooth workflow across in the firm—especially during tax season. Daily Responsibilities • Open the office each morning (unlock front door, open blinds, and prepare the workspace)., • Review and respond to incoming emails promptly., • Review partner appointments, pull corresponding client folders, and organize them as needed., • Open and process all incoming mail., • Answer and route phone calls professionally; schedule and cancel client appointments as required., • Set up new clients in accounting systems, • Manage reminders for firm activities such as bill payments and estimated tax notices., • File, scan, and maintain organized digital and physical records., • Track and order office supplies as needed., • Manage firm bills: set up follow-ups, make payments through online Bill Pay or checks, and scan paid invoices., • Process client credit card payments via CPA Charge and post transactions, • Contact clients as needed for billing, scheduling, or other firm communications. Weekly Responsibilities • Prepare and process weekly bank deposits, • Track Continuing Professional Education (CPE) for partners and assist in annual CPA license renewals (as needed) Monthly Responsibilities • Apply service charges and prepare monthly billing statements, • Finalize and roll forward the month after billing approval from partners, • Reconcile credit card processing fee statements and post entries to QuickBooks, • Reconcile monthly bank statements to ensure accuracy, • Monitor postage usage and download additional postage as required Tax Season Responsibilities (Pre- and Post-Season) • Prepare, print, and mail client organizers and engagement letters annually, • Print and organize docket sheets (1040, 1065, 1120, etc.) by partner for the upcoming tax year, • Receive and log client information in UltraTax; update client event status as appropriate, • Scan and file client source documents in File Cabinet or on designated drives, • Process and deliver tax returns through SafeSend or prepare paper versions when necessary, • Monitor SafeSend daily for completed organizers, uploaded source documents, and signed Form 8879s, • Contact clients to arrange return pick-up and review filing instructions, • Transmit accepted returns and monitor status in UltraTax, • At the end of tax season, scan all relevant workpapers and client documentation into File Cabinet, • Purge outdated client folders and update inactive client records following October extension deadlines Qualifications • Prior administrative or office management experience, preferably (not required) in a CPA or professional services environment, • Proficiency in Microsoft Office Suite and accounting/tax software (UltraTax, QuickBooks, File Cabinet, SafeSend, and Practice Solutions), • Strong organizational skills with the ability to manage multiple priorities, • Excellent written and verbal communication abilities, • Attention to detail and discretion with confidential information, • Professional demeanor and strong client service orientationCompany DescriptionWe are starting our 51st year as a well-respected CPA firm here in Manchester. We offer a very personalized service to our clients and it is their recommendations to family, friends and business associates that has allowed us to be celebrating 51 years in business. It is also the very is best advertising we could ask for and we are thankful for those referrals.We are starting our 51st year as a well-respected CPA firm here in Manchester. We offer a very personalized service to our clients and it is their recommendations to family, friends and business associates that has allowed us to be celebrating 51 years in business. It is also the very is best advertising we could ask for and we are thankful for those referrals.