Administrative Assistant- Accounting Firm (Temp to Perm, Full-time)

Heritage CPAs, PLLC; Hauppauge (NY); On-site; USD 34,000 - 49,000; Full time

Job summary

Heritage CPAs, PLLC in Hauppauge, NY seeks an Administrative Assistant (Temp to Perm, Full-Time) to support our busy season. This role will manage scheduling, document handling, client communications, onboarding, and day-to-day office operations with an eye toward continuity and accuracy.

The ideal candidate has 4+ years in professional services admin, strong organization, and proficiency with MS Office. There is potential for the role to become permanent based on performance and business needs.

Qualifications

• 4+ years of administrative experience in a professional-services environment (accounting, law, or similar).
• Strong organizational skills and exceptional attention to detail.
• Ability to manage multiple priorities, meet deadlines, and stay organized during high-volume periods.
• Excellent written and verbal communication skills with a professional, client-focused approach.
• Proficiency in Microsoft Outlook, Word, and Excel; familiarity with accounting, tax, or client-portal software is a plus.
• Strong sense of accountability, initiative, follow-through, and teamwork.
• Certified Notary Public preferred.

Responsibilities

• Handle general office administration, including scheduling, filing, scanning, document organization, data entry, and correspondence.
• Serve as a professional point of contact for clients by phone, email, and in person, providing timely and courteous communication.
• Maintain a professional, courteous, and helpful phone manner when answering and handling client calls.
• Oversee and track key client deadlines and follow up on outstanding items to support timely completion of deliverables.
• Draft, organize, manage, and maintain engagement letters and other client documentation.
• Maintain confidentiality and handle sensitive client and firm information with discretion.
• Assist with new-client onboarding and related administrative setup and follow-through.
• Support professional staff with workflow coordination, task follow-ups, document management, and office organization.

Skills

Administrative experience

Organizational skills

Attention to detail

Communication skills

Multi-tasking

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

Administrative Assistant (Temp to Perm, Full-Time)

Heritage CPAs is a well-established boutique accounting, tax, and advisory firm based in Hauppauge, New York. For more than 40 years, we have served closely held businesses, entrepreneurs, and high-net-worth individuals throughout the tri-state area. We have built our reputation on trusted relationships, technical excellence, and a highly personalized approach to client service.

Our team offers the professionalism and technical depth of a larger firm with the accessibility, collaboration, and close client relationships of a boutique environment. We are seeking a seasonal Accounting Office Administrator to join our growing team during our busy season, with the potential for the role to become a permanent full-time position based on performance, fit, and business needs.

Position Overview

The ideal candidate is organized, dependable, detail-oriented, and comfortable managing multiple priorities in a fast-paced professional environment. This role supports both our clients and internal team by tracking deadlines, coordinating administrative workflows, preparing client documentation, assisting with onboarding, and helping keep day-to-day office operations running smoothly.

Key Responsibilities

• Handle general office administration, including scheduling, filing, scanning, document organization, data entry, and correspondence.
• Serve as a professional point of contact for clients by phone, email, and in person, providing timely and courteous communication.
• Ability to maintain a professional, courteous, and helpful phone manner when answering and handling
• client calls.
• Oversee and track key client deadlines and follow up on outstanding items to support timely completion of deliverables.
• Draft, organize, manage, and maintain engagement letters and other client documentation.
• Maintain confidentiality and handle sensitive client and firm information with discretion.
• Assist with new-client onboarding and related administrative setup and follow-through.
• Support professional staff with workflow coordination, task follow-ups, document management, and office organization.

Qualifications

• 4+ years of administrative experience in an accounting firm, law firm, or similar professional-services environment required.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage multiple priorities, meet deadlines, and stay organized during high-volume periods.
• Excellent written and verbal communication skills with a professional, client-focused approach.
• Proficiency in Microsoft Outlook, Word, and Excel; experience with accounting, tax, workflow, or client-portal software is a plus.
• Strong sense of accountability, initiative, follow-through, and teamwork.
• Certified Notary Public preferred.

Why Join Heritage CPAs

A seasonal opportunity with real potential to grow.This role offers hands-on experience within a well-established and growing CPA firm while working alongside a supportive, experienced team. You will gain exposure to the day-to-day operations of a professional accounting environment and play an important role during one of our busiest times of the year.

At Heritage CPAs, strong performance is recognized. For the right candidate, this seasonal position has the potential to develop into a permanent, full‑time opportunity based on performance, fit, and the needs of the firm. You will be part of a collaborative environment where your contributions are valued and you can build meaningful professional experience with our team.

Compensation

$30.00 per hour

Job Type

Seasonal, Full-time; potential for permanent full‑time employment

Schedule

8-hour shift; Weekends as needed during busy season

Experience

• Accounting or Law Firm: 3 years (Required)
• Microsoft Office: 5 years (Preferred)
• License/Certification: Certified Notary Public (Preferred)