Administrative Assistant

January 11, 2022
Job Type
Salary Lower Range
Salary Upper Range
Salary Option
Street Address
500 Linden Oaks Dr.
Rochester NY


AP is currently working with a well-known CPA firm to secure an experienced Administrative Assistant to join their Financial Assurance Department.  This is a full time position, standard hours of operation with the exception of busy season which is from the second week of January until the end of March each year. During this time, there may be 2-4 hours of work needed on Saturdays.  Outside of this time, the hours are either 7:30-4:30, 8-5 or 8:30-5:30 with a 1 hour lunch. This position is hybrid with 3 days in the office and 2 from home.  Parking is provided at no cost!  Pay is between $50-55K depending on experience. If you are looking to join a firm with a terrific culture, friendly people, fun events and a thoughtful management team, then we have the role for you!!  Preferred candidates will have experience working for an accounting firm.


  • Be familiar with the firm’s policies and procedures.
  • Coordinates and performs assembly and delivery of client information as needed.
  • Schedules staff meetings for partners and managers.
  • Makes travel arrangements for staff’s outsourced training: registers staff for conferences, books hotel rooms, orders flights, provides payment information to AP.
  • Prepares agenda for weekly FA meetings, attends meetings and takes notes, as well as prepares minutes and tracks necessary items for follow up.
  • Assists with billing by creating FA’s future invoices.
  • Compiles the weekly projection summary for FA and back up Tax.
  • Run STAR Reports for FA Team Leaders (Productivity, WIP & AR).
  • Interfaces with team members at all levels and responds to requests for information via phone or e-mail while maintaining and protecting confidential matters.
  • Coordinates CPE (continued  professional educational) meetings, materials and refreshments for training. Registers partners, managers and staff for training and coordinates the submission and documentation required for internal CPE Master Report. Checks annual hour totals and licensing status.
  • Maintains software applications and licenses as the Checkpoint Administrator and initiates access for incoming staff.
  • Assists with PCAOB (governing board that makes sure the accounting firms are auditing correctly and accounting for financial statements is done correctly) and Annual Independence reporting requirements and tri-annual peer review.
  • Provides support for FA partners, managers and staff.
  • Provides administrative assistance as needed for the firm, including but not limited to: back up reception coverage, the processing of ingoing and outgoing mail, and assists with any manager/staff requests.
  • Draft confirmations, prepare for mail, place in binders and update controls when received. Sends electronic confirmations via
  • Draft engagement letters according to current year’s guidelines and budgets, log status and mail.
  • Edit and foot financial statements.
  • Print, assemble and bind final financial statements. Keep track of status, mail, and intake.
  • Run Morning Star reports for staff.
  • Help maintain staff schedules, make edits, and distribute.
  • Create dropbox folders for clients when requested and download client documents.
  • Stores and tracks MYFIs in Outlook.


  • Familiarity and experience with general office equipment.
  • Must have intermediate to advanced level knowledge of Microsoft Office including Word, Excel (including formulas, pivot tables and sorting functions), Outlook (including calendaring, contact lists etc.) and database management.
  • Prior work experience in a regional accounting firm environment, preferred.
  • Two-year office technology degree or equivalent degree or commensurate experience.
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