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Administrative Assistant
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The ZLC Group CPAs, LLC
Amherst, NY (In Person)
$49,920 Salary, Full-Time
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Job Description
Administrative Assistant The ZLC Group CPA's, LLC | Amherst, NY | Full-Time We are a mid-size, growing CPA firm in Amherst with a great opportunity for a full-time Administrative Assistant to join our team! Schedule Typical full-time schedule is 8:30 AM - 5:00 PM, Monday-Friday, from April 16th through January 31st, except for Fridays during summer months when we close at 1:00 PM. Weekly overtime during tax season (February 1st - April 15th), which may include Saturday hours from 9:00 AM - 1:00 PM (approximately 40-50 hours per week). Skills & Qualifications Previous office experience required Advanced communication skills (verbal, written, electronic) and superior phone skills Previous accounting experience a plus Strong organizational skills Team player, reliable, and trustworthy Ability to multitask in a fast-paced environment Technology & Software Candidates should be comfortable working across a variety of business and accounting software platforms. Prior experience with any of the following is a plus: Productivity & Communication Microsoft 365 - Word, Excel, Outlook, and Teams (required) Proficiency in Excel including spreadsheet creation, formulas, and data organization AI chatbot tools (e.g., Microsoft Copilot, ChatGPT, or similar) for drafting, research, and productivity tasks ShareFile or similar secure document sharing platforms DocuSign or similar e-signature tools Accounting & Tax Software QuickBooks knowledge preferred Document management systems experience preferred Practice management software experience preferred Hardware & Equipment Multifunction printers, copiers, and document scanners (e.g., Fujitsu ScanSnap) Fax machines and multi-line phone systems General comfort with office hardware setup and troubleshooting Duties Include but Are Not Limited To Client Services Answer phones, direct calls, and provide customer service Greet clients, escort to conference room, and offer refreshments Intake tax documents - ask pertinent questions for tracking sheet Call clients when returns are ready for signature and pickup Review summary sheet with client at pickup (balance due or refund amount) Accept client payments by phone and in person Administrative & Clerical Administrative support for office and CPAs as needed General clerical duties: filing, emailing, scanning, and faxing Organize and schedule appointments; manage partner calendars and conference room bookings Answer admin emails - print/mail/email prior-year tax returns, organizers, and client-requested documents (W-2s, etc.) Various typing projects for partners Follow up on unpaid invoices by mail, email, and phone Mail & Document Handling Receive, sort, and distribute incoming mail; empty after-hours drop box Prepare and send outgoing mailings and packages; post outgoing mail from basket Send, receive, and forward faxes Scan tax documents and file in electronic document system from scans, emails, and fax Scan signed e-file authorization forms and upload to electronic document system Track workflow for additional document submissions Financial & Reporting Prepare financial statements for partners: copy, bind, and mail Basic accounting functions and weekly/daily deposits Office & Facilities Monitor and order office supplies, kitchen supplies, envelopes, toner, and business cards Stock kitchen and processing room when supplies arrive Maintain filing systems and keep office areas organized Check on and tidy conference rooms Benefits Paid Time Off Health, Dental, and Vision Insurance 401(k) with employer matching contribution Salary based upon experience. Preferred Qualifications High school diploma or equivalent