Administrative Assistant

Insero & Co. CPAs, LLP; City of Rochester, Northern (NY, KY); Hybrid; USD 42,000 - 50,000; Full time

Benefits offered by this job

Paid parking

4 weeks PTO / 160 hours

Remote/hybrid work flexibility

401(k) plan with firm contributions

Tuition reimbursement

Job summary

Insero & Co. CPAs, LLP in Rochester, NY is seeking a dependable Administrative Assistant to ensure smooth daily office operations.

This in-office role requires 5 days per week in the office, with 100% employer-paid parking in a garage under the building. Responsibilities include document preparation, mail management, calendar scheduling, client portal setup, scanning and filing, and assisting with office events.

Qualifications

• 2+ years of experience in a similar administrative assistant role is required.
• Associate’s degree or greater in business administration or office technology preferred.
• Strong proficiency with MS Office Suite (Excel, Word, Outlook, PowerPoint) is required.
• Ethics and confidentiality are essential to this role.

Responsibilities

• Prepare, proof, and format documents, memos, and reports for internal and external use.
• Process drafts and final copies of financial statements (electronic and bound).
• Set up mail merges for client audit confirmations.
• Schedule internal and external meetings via Outlook.
• Create and manage client portal data entry and document filing.

Skills

MS Office Suite

Word Mail Merge

Excel Proficiency

Outlook

PowerPoint

Education

Associate’s degree or higher

Tools

Client Portal

Job description

Rochester, United States | Posted on 09/08/2026

We are seeking a dependable andorganized Administrative Assistant to assist our team with keeping daily officeoperations running smoothly. This role would be required to work in theoffice 5 days/week. Parking is 100% paidfor by the firm and is in a parking garage under our building.

Responsibilities:

• Preparing,proofing, and formatting of documents, correspondence, memos and reportsfor internal and external use.
• Processingof drafts and final copies of documents such as financial statements(electronic and bound copies).
• Ensures accurate and timely preparation ofletters, correspondence and reports
• Setting up and utilizing mail merges forcreating and mailing client audit confirmations.
• Mayassist with coordination department calendar needs; scheduling of internaland external meetings via Microsoft Outlook.
• Newclient setup within Client Portal (database).
• Scanning and electronically filing/organizingdocuments into database in a timely fashion.
• Responsible for greeting clients when they enterthe office from the elevator and notify personnel with whom they are meet with.
• Handles incoming/outgoingmail – print mailing labels, (USPS, Certified Mail, and FedEx.) weigh forpostage, filling out certified mail forms, maintaining postage machine,sorts and distributes mail.
• Mayassist with scheduling travel arrangements for audit and other firm staffas necessary.
• Assistwith stocking of kitchen and office supplies. Keeps kitchen and conferencerooms clean and organized.
• Helpcoordinate and run firm events and in-office lunches.
• Managingfirm’s voicemail box and forwarding as necessary.

Requirements:

· 2+ years of experience in a similaradministrative assistant role is required. Experience in a financial servicecompany is a plus.

· An Associate’s degree or greater is required,preferably in a business administration or office technology concentration.

· Strong proficiency with MS Office Suite (Excel,Word, Outlook and PowerPoint) is required.Word (mail merges) and strongExcel/spreadsheet and database usage/reporting are highly preferred. Experiencewith embedding Excel in Word documents and formatting is a plus. A focus onword processing and formatting is essential.

· Ethics and integrity are essential to this roleand the firm, the ability to keep clientinformation confidential is arequirement.

· A candidate in this role should be professional,organized, and detail oriented. The ideal candidate must be deadline focused,proactive, possess solid multi-tasking skills, patience, and ability to take directionsfrom several people.

Create your next chapter with Insero.

We’re growing, across ourservices, our teams, and our impact. If you’re ready for new challenges,and the opportunity to shape your own career path, this is your chance to do itwith a firm that truly walks the talk on culture. Our corevalue - Be Passionate About People - guides everything we do. Our culture isauthentic, supportive, and recognized.

Awards & Recognition:

• #4Best Company to Work For in New York - 2026 (ranked #1 in 2025 & 2024,2022)
• BestAccounting Firms to Work For (2012–2025)
• #1Best Accounting Firm & Most Innovative Workplace (2025 & 2024,Rochester Business Journal
• #4Best Places to Work for Career Growth

We offer competitive salaries, anoutstanding paid time off program (4 weeks/160 hours), 16 paid holidays,remote/hybrid work flexibly, 401(k) plan with firm contributions, tuitionreimbursement program, 100% employer paid parking, spot bonus program, avariety of different medical plan options along with opt-out dollars if you donot need medical ins coverage.

Pay:

In the spirit of paytransparency, we are excited to share that the starting pay range for thisposition is$20.00-$24.00 per hour.Please keep in mind thatthis range is base pay only and does not consider other components that make upthe total rewards package for the position such as eligibility to receivediscretionary spot bonus incentives. This range is a reasonable estimate of thecurrent range for this position. Actual compensation is influenced by a varietyof factors, including but not limited to skills, experience, qualifications,and/or education and geographic location. It is not typical for acandidate to be hired at or near the top of the range for their role andcompensation decisions are dependent on the capabilities and experience of thecandidate. Incentives, if any, depend on various factors, including, withoutlimitation, individual and firm performance.

Insero is proud to bean Equal Opportunity Employer