• Administrative Specialist

    Job Locations US-WI-Green Bay
    Job ID
    2018-2043
    Category
    Consulting
  • Overview

    Create lasting, positive impact.

    By considering Wipfli LLP, you’ve decided to go beyond the ordinary public accounting and consulting firm. At Wipfli, we create positive impact and lifetime relationships by leading and working with an outward mindset. As a member of our team, you will be inspired to think freely and follow your passion, grow as a professional by developing your skills and commit to serving our clients and communities with honesty and integrity.

     

    Wipfli has a broad national footprint with offices coast to coast — and we’re still growing! As an associate, you’ll have access to skill development and career opportunities, whether you want to move up or transition into another area of specialty. For some positions, we have the flexibility and technology to work from anywhere; whether it’s in the office, at home or at the client site.

     

    Join a company focused on giving back to the greater good — at Wipfli, we’re committed to supporting the communities we do business in. To learn more about our volunteer efforts, who we are and what we do, visit wipfli.com.  

     

    Under the direction of the office manager, an Industry or Service Leader, or Performance Coach the Administrative Specialist provides either administrative support for a designated practice group or service line or technical expertise for a key administrative function, frequently performs chargeable client work, and provides on an on-going basis back-up and support for other administrative positions to ensure efficient flow of work, in accordance with company policies and procedures.

    Responsibilities

    • Developed a specialized knowledge and software proficiency in specific practice groups and/or service lines.
    • Create, proof, edit, and correct documents, memos, and letters for Partners and associates, ensuring timeliness.
    • Coordinate seminars and group presentations, to include handling reservations, travel arrangements, food services, etc. Follow up directly with clients in regard to products and services.
    • Provide administrative support to the designated practice groups and/or service lines to ensure deadlines are met, while maintaining a positive, collaborative work environment.
    • Produce high quality work in compliance with work processing guidelines and firm standards, including proofreading and report compilations. Follow-up proactively as necessary.
    • Develop and demonstrate a general knowledge of the firm’s products and services. Communicate proactively with associates and clients. Prioritize deadlines as necessary.
    • Assist in the assembly of reports, ensuring accuracy and timeliness.
    • Assist other administrative staff with overflow work.
    • Filing
    • Entering firm expenses
    • Handling facsimiles
    • Scheduling conference rooms and handling hospitality arrangements
    • 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.
    • Administrative processing of client invoices
    • Maintaining the research library
    • Backing up Receptionist and Office Assistant duties

    Qualifications

    Minimum Education Requirements

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

    An Associate Degree in Administrative Support 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, and a basic knowledge of Excel and PowerPoint

     

    Experience preferred but not required:

    Experience with a multi-line telephone system and a variety of office machines

    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

     

    The recruiting team member guiding you through this process is Jane Welch, and you can find her on LinkedIn here. She is based in our Madison, WI office and looks forward to guiding you through this process.

     

    Wipfli is an equal opportunity/affirmative action employer. All candidates will receive consideration for employment without regards to race, creed, color, religion, national origin, sex, age, marital status, sexual orientation, gender identify, citizenship status, veteran status, disability, or any other characteristics protected by federal, state, or local laws.

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