Administrative Assistant

CBIZ Inc. is a leading professional services advisor to middle market businesses and organizations nationwide. With unmatched industry knowledge and expertise in accounting, tax, advisory, benefits, insurance, and technology, CBIZ delivers forward-thinking insights and actionable solutions to help clients anticipate what's next and discover new ways to accelerate growth. CBIZ has more than 10,000 team members across more than 160 locations in 22 major markets coast to coast.

CBIZ strives to be our team members' employer of choice by creating an environment where team members are appreciated, recognized for their contributions, and provided with opportunities to grow, both personally and professionally, throughout their careers.

Together, CBIZ and CBIZ CPAs are ranked as one of the top providers of accounting services in the United States. CBIZ CPAs is an independent CPA firm that provides audit, review and attest services, while CBIZ provides business consulting, tax and financial services. In certain jurisdictions, CBIZ CPAs operates under its previous name, Mayer Hoffman McCann P.C.

Minimum Qualifications

• High school diploma or GED
• 2 years experience in office environment and preferably performing as an administrative assistant
• Must have knowledge of administrative procedures
• Proficient use of applicable technology
• Demonstrated ability to communicate verbally and in writing throughout all levels of organization, both internally and externally

Essential Functions and Primary Duties

Business Unit Support

• Greets clients, visitors, guests, and new hires; determines the purpose of each person's visit and directs or escorts him or her to the appropriate location

• Acts as the initial contact for office and facility-related employee questions and requests. Provide guidance, resolve issues and escalate concerns to management when appropriate

• Organizes office luncheons and ad hoc meal orders; This includes facilitating orders, managing set up and ensuring the space remains polished and neat

• Liaise and/or participate with local office Focus Group to enhance the office experience through team events, volunteer activities, and other cultural initiatives

• Coordinates office meeting management items including space reservations and conference room set-up. Liaise with IT team to ensure room functionality, including arranging the physical space and ensuring all necessary equipment and supplies are available

• Orders/creates name plates for new hires and puts them up, set up new hire desks with supplies, sets up fobs

• Communicates with janitorial vendor on issues, additional cleaning as needed

• Answers, screens, and directs phone calls to staff; takes messages and schedules appointments

• Receives mail, documents, packages, and courier deliveries and delivers or distributes items

• Responsible for managing inventory and ordering office, safety and kitchen supplies

• Facilitates bank deposits

• Performs basic filing and recordkeeping
  

Technical Support

• Assist Managing Directors/Directors and professionals in the Merrimack office with their business and administrative needs as it relates to Tax and Advisory document filing, scanning and copying

• Assists in the national tax processing pool as scheduled

• Composes, proofreads, and reviews routine correspondence including tax returns, engagement letters, IRS correspondence and other documents as requested. Responsible for accuracy and clarity of final copy

• Prepare, type and edit correspondence, client invoices, engagement letters and statistical information (including Excel spreadsheets and Power Point presentations)

• Assists with local paper processing returns for filing in all federal and state tax jurisdictions

• Additional responsibilities as assigned

• Performs other duties as needed
  

Preferred Qualifications

• Excellent verbal communication skills

• Excellent interpersonal and customer service skills

• Energetic, approachable and positive presence

• Strong client service skills and the ability to follow through to task completion

• Ability to prioritize and organize work, multi-task and complete assignments independently with accuracy and high quality

• Ability to work in a team environment

• Demonstrated ability to communicate effectively both verbally and in writing throughout all levels of an organization, internally and externally

• Proficient with Microsoft Office Suite or related software

• Prolonged periods of sitting at a desk

• Must be able to lift up to 15 pounds at times