Administrative Specialist

Job Locations US-IL-Rockford
Job ID


Go Beyond the Ordinary. Join Wipfli LLP.

We are excited that you made the decision to consider joining Wipfli LLP. In doing so, you’ve decided to go beyond the ordinary public accounting and consulting firm. We hope that you find, in Wipfli LLP, the firm where you will meet all of your goals and aspirations in life and work. Guided by our mission statement, “To contribute to the success of our associates and clients”, we will contribute to your development of technical and soft skills, so you can ensure our clients are successful.

Since 1930, we have grown to be a thriving national firm, with a local presence, and subject matter experts of a large firm. We will help our associates and clients -- and perhaps you -- thrive. All along, the Wipfli Way has guided us in making our associates and clients successful, and creating a culture that values relationships.

As we begin our relationship with you, we look forward to learning how we can help turn your ideas into realities, and how you will turn the challenges of our clients into opportunities for their success. To further explore more about The Wipfli Way and all we have to offer, please go to our website to learn more.


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.


  • 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


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



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



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

Advanced verbal and written communication skills



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


Women, minorities, veterans and individuals with disabilities are encouraged to apply.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.


Recruiting Process


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 Dan Anderson, and you can find him on LinkedIN Here. He is based in our Rockford, IL office and looks forward to guiding you through this process.


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