• Administrative Specialist

    Job Locations US-MT-Great Falls
    Job ID
  • 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. You’ll also have the flexibility and technology to work wherever you are, whether it’s at home or in our clients’ offices, or switching Wipfli offices if you’re looking to move across the country.


    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.  


    • Developed 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 service 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 data collection forms, engagement letters, Powerpoint presentation, marketing letters, etc. 
    • 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, develop and demonstrate a general knowledge of the firm’s products and services. Communicate proactively with associates and clients. Prioritize deadlines as necessary.
    • Responsible for drafting reports to clients. Also, assist in the assembly of final reports, emailing and mailing out to clients; ensuring accuracy and timeliness.
    • Assist other administrative staff with overflow work.
    • Filing
    • Handle facsimiles
    • Schedule 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 other Administrative Specialist duties 



    Minimum Education Requirements

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

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


    Previous Experience

    Requires less than three years of job related experience


    Specific experience required

    Requires intermediate knowledge of Microsoft Outlook, Word and 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



    Ability to plan, prioritize, and organize work effectively

    Ability to balance many projects simultaneously

    Ability to work under pressure and time deadlines

    Ability to learn and operate additional software programs

    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.



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



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


    In the State of Montana, we are committed to Equal Pay for Women in accordance with Executive Order 12-2016. The pay range for this role is $14.50 - $22.50


    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.


    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 Jane Welch, 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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