Administrative Assistant

June 4, 2021
Job Type
Street Address
500 Linden Oaks, Suite 140


We have an excellent DIRECT HIRE OPPORTUNITY!!  AP has partnered with a well-known accounting firm located downtown to secure an experienced Administrative Assistant!  This position with or without accommodations will provide support to the Financial Assurance Department and handle a high volume of duties including confirmations, audit software, reproduction, binding and assembly of financial statements, and other client reports and department needs as determined. The pay for this position is dependent upon experience.


  • 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 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 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 reporting requirements and tri-annual peer review including annual independence for the office
  • 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
  • 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 FA staff schedules, make edits, and distribute
  • Create dropbox folders for clients when requested and download client documents
  • Stores and tracks MYFIs in Outlook


  • Two-year office technology degree or equivalent degree or commensurate experience


  • Prior work experience in a regional accounting firm environment, preferred

Knowledge, Skills, Abilities, and Other Characteristics

  • Strong Microsoft Office skills (Word, Excel and Outlook
  • Average Word Processing speed over 55 words per minute
  • Willing to team with key internal contacts to answer questions, resolve issues and provide quality services to internal and at times external clients
  • 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
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