Administrative Assistant

About Us At Quast, Janke & Company provide accounting, tax, audit, and advisory services to businesses and individuals throughout the region. We are seeking a dependable and highly organized Administrative Assistant to play a key role in client service, workflow coordination, and daily office operations. This is an important position within our firm and ideal for someone who enjoys helping people, staying organized, and keeping a busy office running efficiently. Position Overview This role is critical to helping our accountants stay focused and productive during busy periods. The ideal candidate is organized, professional, and thrives in a fast-paced environment—especially during tax season. In addition to front desk responsibilities, this role will help coordinate workflow, support client communication, and assist with internal processes that keep engagements moving efficiently. Responsibilities Front Desk Greet and assist clients in a professional and friendly manner Answer and direct incoming phone calls Assist clients with basic questions Schedule client appointments and manage staff calendars Workflow & Project Support Set up new clients in the client management systems and in the client portal Assist with tracking engagement status and internal deadlines Help route work and follow up on missing information to keep projects moving Support internal workflow systems and project management tools Client Communication Send follow-up communications to clients regarding missing documents or outstanding items Notify clients when returns, reports, or other deliverables are ready Assist with distributing engagement letters and e-signature requests Assist and communicate with clients detailed instructions for filings and payment obligations Document Processing & Management Process and distribute daily mail Scan, organize, and assemble client documents and correspondence Maintain electronic file organization and naming conventions Billing Support Assist with billing processes, including invoicing & collecting payments for fees Monitor accounts receivable and assist with collections as needed Prepare bank deposits Office Operations Maintain front office organization and appearance Assist with ordering office supplies and general administrative support tasks Tax Season Expectations Our busiest season is January through April. During that time, additional hours, including Saturdays, will be required to help support client deadlines. Qualifications Strong organizational and multitasking skills Excellent written and verbal communication skills High attention to detail and accuracy Ability to prioritize tasks with limited supervision Prior experience in accounting, legal, financial, or professional office preferred Experience with QuickBooks, Accounting CS, portals, or document management software is a plus What We're Looking For A team player with a positive attitude Someone who takes initiative and follows through A dependable individual who can manage multiple priorities A professional who enjoys working with people and providing excellent client service Benefits Competitive hourly pay based on experience Paid time off 100% employer-paid health, dental, and vision insurance 401(k) with 5% employer match Stable year-round full-time position Supportive small-office team environment

Pay:

$20.00 - $25.00 per hour

Benefits:

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

Experience:

Administrative:

3 years (Required)

Work Location:

In person