Administrative Assistant

Spott, Lucey and Wall, Inc. CPAs is a San Francisco-based CPA firm that provides comprehensive professional taxation, audit, accounting, and management advisory services to domestic and foreign businesses. We emphasize personalized service for our clients. Spott, Lucey and Wall, Inc. CPAs. specializes in US taxation and reporting of international business and tax affairs. We handle matters for foreign corporations investing in or owning United States businesses, foreign citizens working in the United States, as well as U.S. citizens and residents working abroad or exiting the US. We have a working environment where each member of our firm has a real impact on the firm and its clients. We offer our employees a diversity of professional experience and encourage professional development.

Position Overview:

We are seeking an experienced Administrative Assistant who will undertake a range of clerical and administrative tasks, from routine to moderately complex. Knowledge of standard office procedures is essential, and specific training in our firm's procedures will be provided. The role involves daily interaction with our team and clients, serving as the primary administrative support under general supervision. This hands-on position requires working collaboratively within a team-oriented environment, adhering to firm standards across all administrative and office operations.

Essential Duties and Responsibilities:

· Collecting and scanning mail each morning and distribute to team members

· Answering the main line telephone and directing calls as needed

· Assisting with tax return assembly, filing, and billing

· Greeting clients entering our office and helping them get settled in the conference room

· Organizing and updating client information in the database

· Printing and sending routine reports from the database

· Printing and processing tax returns for mailing

· Taking mail or packages to the post office or express mail providers, etc.

· Setting up for firm meetings

· Office cleaning and tidying

· Ordering supplies for office and ensuring the processing room is properly stocked

· Maintaining the kitchen – ensuring stocked and tidiness

· Providing support to the Partners and other staff members

· Organizing receipts and preparing firm expense reports

· Ordering meals for staff during busy season as needed

· Helping with special projects and other administrative tasks as needed

Qualifications and Competencies:

· Customer service experience: able to interact with vendors, clients, and business colleagues to resolve issues or answer questions.

· Enthusiastic, energetic, and positive attitude are key.

· Possess exceptional organizational skills and attention to detail.

· Ability to handle confidential information in a professional manner; comfortable working with a sophisticated client base.

· Clear, concise, friendly, and professional verbal and written communication skills.

· Excellent time and project management skills to meet timing needs and prioritize tasks.

· Growth mindset - actively looks for ways to improve tasks and processes.

· Dependable and professional with the ability to work independently and as a team player.

· Strong sense of accountability and pride in one's work product.

· Flexibility – Willingness and ability to help within the firm as needed.

· Ability to work with the simultaneous needs of multiple executives.

· Ability to function in a fast-paced environment, meet deadlines, and work well under pressure

· Problem Solving – Identifies, communicates, and considers solutions for problems in a timely manner; gathers and analyzes information skillfully.

Education and Experience:

· College degree preferred.

· 1-3 years of administrative office experience preferred; or the equivalent combination of education and experience.

· Demonstrated skill in using Microsoft Windows and Office Applications (Word, Excel, Outlook, etc.).

· Database management experience.

· Computer and internet savvy.

· Ability to learn new software skills and upgrade to new programs.

Benefits:

· Medical, dental, and vision insurance (Employer pays 80% of the premiums and the 20% remaining premium is paid by employee via a cafeteria plan).

· 17 Personal Time Off days (10 vacation days and 7 sick days) and 9 Holidays per year.

· Basic Life and Accidental Death & Dismemberment (AD&D) insurance.

· Commuting expenses up to $150/month.

· 401(k) profit-sharing retirement plan: Eligible after 1 year of employment. Employer contributes 4% equivalent of salary towards the retirement plan.

Spott, Lucey and Wall, Inc. CPAs provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Spott, Lucey and Wall, Inc. CPAs participates in the E-Verify Program.

Pay: $55,000.00 - $70,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person