We are seeking a dependable and highly organized Administrative Assistant to provide comprehensive administrative and operational support to our accounting firm. This client-facing role requires professionalism, discretion, sound judgment, and the ability to manage multiple priorities accurately in a fast-paced environment. The successful candidate will be self-motivated, responsive to direction, comfortable working independently, and committed to exceptional client service. Essential Duties and Responsibilities

• Greet clients promptly and courteously and provide professional assistance in person and by telephone.
• Answer, screen, and route calls using a multi-line telephone system.
• Manage incoming and outgoing mail, email correspondence, and other client communications.
• Coordinate scheduling, maintain calendars, arrange meetings, and communicate appointment reminders.
• Assist with client billing, invoice preparation and tracking, payment records, vendor invoices, and related correspondence.
• Provide bookkeeping support, including data entry and basic accounts payable and accounts receivable tracking.
• Prepare and maintain financial records, reports, spreadsheets, tracking schedules, and other client documentation.
• Prepare, proofread, scan, copy, assemble, and process tax returns, reports, correspondence, and governmental filings.
• Maintain accurate physical and electronic filing systems and assist with secure document collection and file transfers through SmartVault, OneDrive, or similar platforms.
• Enter and maintain information in Lacerte and other firm software systems.
• Support accountants and other team members with projects and provide backup administrative assistance as needed.
• Monitor office supplies and assist with the routine operation and upkeep of computers, printers, scanners, copiers, fax, and postage equipment.
• Maintain an organized and professional reception area and shared workspace.
• Follow established office procedures, contribute to efficient administrative workflows, and safeguard confidential client, financial, payroll, and tax information. Required Qualifications
• High school diploma or equivalent.
• Previous experience in administrative support, reception, bookkeeping, customer service, or a professional office environment preferred.
• Proficiency with Microsoft Office, including Word, Excel, and Outlook.
• Experience with Lacerte or similar tax preparation or accounting software preferred.
• Working knowledge of basic bookkeeping concepts, including accounts payable and accounts receivable.
• Strong data-entry, proofreading, document-management, and recordkeeping skills.
• Excellent written and verbal communication skills, with a professional telephone and in-person manner.
• Demonstrated ability to multitask, prioritize deadlines, and adapt to changing priorities while maintaining accuracy.
• Ability to follow instructions, work independently, exercise initiative appropriately, and use sound judgment.
• Dependable, flexible, detail-oriented, and willing to learn new software, systems, and procedures.
• Ability to maintain strict confidentiality and handle sensitive information with discretion.
• Current New York State Notary Public commission, or willingness to obtain one.

Schedule and Availability This is an on-site full-time position with regular Monday-through-Friday hours. Administrative schedules may rotate monthly, and additional hours, including occasional evenings and Saturdays, may be required during the firm's busy season, generally from February through April. Consistent attendance and schedule flexibility are essential. Physical Requirements

• Ability to remain seated or standing for extended periods.
• Ability to frequently operate a computer, keyboard, telephone, scanner, copier, and other office equipment.
• Ability to perform repetitive hand, wrist, and finger movements associated with typing, filing, document preparation, and operating office equipment.
• Ability to move throughout the office to assist clients, retrieve files, process mail, and complete administrative duties.
• Ability to perform the essential functions of the position, with or without reasonable accommodation.

Job Type:

Full-time Pay:

$18.00 - $20.00 per hour

Benefits:

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

Education:

High school or equivalent (Required)

Experience:

Microsoft Office:

1 year (Required)

Customer Service:

1 year (Required)

Location:

Cortland, NY 13045 (Preferred)

Work Location:

In person