Administrative Specialist

US-MT-Great Falls
Job ID
2017-2004
Category
Audit

Overview

Under the direction of the Administrative Manager, the Administrative Specialist provides a key administrative function, frequently performs chargeable client work, and provides on-going support for other administrative positions, staff, and partners to ensure efficient flow of work, in accordance with company policies and procedures.

Responsibilities

  • Develop a specialized knowledge and software proficiency in specific practice groups and/or service lines. This will include preparing proposals in accordance with the request for proposal for our tribal government, tribal casino, and other services lines.  Timely preparation and follow-up with partners to meet the proposal deadline.
  • Create, proof, edit, and correct documents, memos, and letters for Partners and associates, ensuring timeliness.  This will include engagement letters, PowerPoint presentations, marketing letters, etc.
  • Responsible for assisting other administrative specialist with seminar materials, which includes copying of materials, assembly, and timely shipping of materials.. 
  • Provide administrative support to the designated practice groups and/or service lines to ensure deadlines are met, while maintaining a positive, collaborative work environment.  This will include making financial and report changes and preparing other forms and documents required by partners and staff. This will also include assisting the tax department with assembly of tax returns, scanning, and e-filing.
  • Produce high quality work in compliance with work processing guidelines and firm standards, including proofreading and ensuring consistency for work produced. Follow-up proactively as necessary.
  • Responsible for answering of phones, so must develop and demonstrate a general knowledge of the firm’s products and services. Communicate proactively with associates and clients. Prioritize deadlines as necessary.
  • Assembly of final reports, e-mailing and shipping to clients, ensuring accuracy and timeliness.
  • Assist other administrative staff with overflow work.
  • Filing, faxing, daily mail duties, ordering of office supplies, maintenance of office equipment, scheduling of conference room meetings/conference calls.
  • Train associates on advanced administrative functions and software in the area of their specialty and/or other admin functions. Coordinate and delegate workflow for other administrative associates, ensuring an efficient flow.
  • Backing up other Office Assistant duties

Qualifications

Minimum Education Requirements

Requires a High School Diploma or an equivalent combination of education and experience.

An Associate Degree in Business Administration, Administrative Support, and/or Accounting is preferred.

 

Certification and Licensing

Requires a valid driver’s license

 

Previous Experience

Requires three to five years of job related experience with a high school education, or less than three years of job related experience with an Associate Degree

 

Specific experience required

Requires intermediate proficiency in Microsoft Outlook and Word, Excel, and PowerPoint.  Photoshop experience preferred, but will train for tasks assigned that use this program.  Experience with a multi-line telephone system and a variety of office machines.

Experience preferred but not required:

Experience in a professional services work environment

Experience training and work delegation

Administrative experience in a specific industry line

 

Abilities:

Ability to plan, prioritize, and organize work effectively

Ability to balance many projects simultaneously

Ability to work under pressure and time deadlines

Ability to use and learn additional software programs and train associates in their use

Ability to work with a diverse group of clients and associates while maintaining a positive attitude towards work, the team and the firm

Ability to present a professional appearance and demeanor

Ability to effectively operate a variety of office machines, to include a PC, telephone, copier, fax, etc.

Ability to be flexible with scheduling to meet workflow demands

 

Communication

Clear, concise verbal and written communication skills and accurate grammar usage

Advanced verbal and written communication skills

 

Technology:

Proficient in Word and Outlook and basic knowledge of Excel and PowerPoint

 

Our recruiting team will guide you through our evaluation and interviewing process. We will communicate an update on your status as soon as possible.

 

The recruiting team member guiding you through this process is Amy Motyka, and you can find her on LinkedIn here. She is based in our Chicago, IL office and looks forward to guiding you through this process.

 

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