Office Administrator

The Firm

Bucknam & Conley CPAs is a cloud-based CPA firm providing tax and business advisory services to domestic companies and their owners. We are headquartered in Saratoga Springs, NY but have the technology and resources that enable us to work alongside our clients no matter where they are located. Our focus is on being experts in income tax issues and business operations, particularly in our targeted industry sectors. We provide tax preparation, planning, and advisory services; help our clients increase profitability; and oversee accounting departments, when needed. Our employees are our most important asset, and we strive to provide a positive atmosphere with flexibility, excellent compensation and benefits, and a generous time off package so that we retain the best professionals.

Position Summary

The Office Administrator is the front-line client interface of our firm and the glue that holds the team together. This position involves administrative, billing, and project management duties. It is a full-time position and requires presence in our office daily. Overtime near tax deadlines may be necessary. We expect this position to expand and grow with our firm, potentially resulting in it being a management position in the future, with the addition of administrative staff.

Responsibilities

Administrative tasks –

• Greeting clients in person
• Answering and directing phone calls and emails
• Distributing mail
• Drafting engagement letters
• Gathering information
• Tax return processing and distribution
• Organize and maintain online filing system
• Scanning client and firm documents
• Assisting in preparation of reports
• Maintaining contact lists
• Preparing client correspondence
• Distributing firm newsletter and blogs
• Maintaining social media platforms
• Running errands as necessary
• Maintaining professional appearance of office
• Ordering supplies

Responsibilities Cont.

Billing tasks –

• Generating client invoices
• Tracking accounts receivable
• Handling collections
• Making deposits
• Answering client questions
• Establishing effective billing and collection procedures

Project management tasks –

• Maintaining project management software
• Screening potential clients
• Scheduling appointments
• Managing priorities and client expectations
• Coordinating completion of projects on time and within budgets
• Tracking milestones and due dates
• Designing project management procedures to increase efficiency

Required Qualifications

• Two-year college degree: four-year bachelor’s degree preferred
• Friendly, approachable demeanor, well-developed professional interpersonal skills
• Tech savvy and ability to quickly learn software applications
• Comfortable working in paperless environment
• Able to work independently and proactively
• Strong organizational and time management skills; able to prioritize workload around deadlines and concurrent projects; capable of multi-tasking, detail-oriented
• Excellent spoken and written communication skills
• Reliable and punctual
• Flexible with changing work requirements and projects, effective in a deadline-driven environment
• Strong work ethic, professionalism, dependability, integrity, and trustworthiness
• Experience maintaining confidentiality within and outside the organization

Job Type: Full-time

Pay: $45,000.00 - $65,000.00 per year

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Referral program
• Retirement plan

Schedule:

• 8 hour shift

Supplemental pay types:

• Bonus pay

Ability to commute/relocate:

• Saratoga Springs, NY 12866: Reliably commute or planning to relocate before starting work (Required)

Education:

• High school or equivalent (Required)

Work Location: One location