Administrative Assistant / Payroll Processor

Mahan and Associates; Nashville (TN); On-site; USD 31,000 - 38,000; Full time

Benefits offered by this job

Comprehensive Benefits package

10.5 paid holidays per year

Paid Time Off

401K after 1 year – 3% employer

Career growth opportunities within the

Job summary

MAHAN is a boutique firm of 20 employees providing business management and advisory services to healthcare providers. We are seeking a motivated Administrative Assistant for a full-time, on-site role in Nashville, TN to support office operations while gaining cross-training in our Payroll Department.

You will answer calls, manage correspondence, schedule meetings, process mail and client payments, and assist with payroll data entry.

Qualifications

• Strong communication and professional demeanor.
• Excellent organizational skills with attention to detail.
• Proficient with Microsoft Office and office technology.
• Willingness to learn payroll and business operations.

Responsibilities

• Answer incoming phone calls, screen and direct inquiries.
• Distribute correspondence and maintain office supplies.
• Schedule meetings and prepare rooms for in-person and virtual meetings.
• Process mail and deposits; receive, record and deposit client payments.
• Coordinate staff birthdays, lunches and company events.
• Provide administrative support to the Administrative Director and Office Manager.
• Learn payroll procedures and assist with payroll data entry and year-end processes.
• Support payroll tax preparation, W-2s, and payroll documentation.

Skills

Communication skills

Organization

Time management

Microsoft Office

Confidentiality

Team-oriented

Education

High school diploma or equivalent

Tools

Payroll software

Adobe

Office scanners & copiers

Job description

Seeking a motivated full-time, on-site in Nashville, TN Administrative Assistant to support our office operations while receiving cross-training in our Payroll Department. This is an excellent opportunity for someone looking to begin a career in administration with the opportunity to develop payroll and client service skills within a professional business advisory firm serving healthcare providers.

Administrative Responsibilities:

• Answer incoming phone calls, screen and direct inquiries.
• Distribute correspondence.
• Order, organize, and maintain office supplies.
• Scan, file, and organize electronic and paper documents.
• Schedule meetings and prepare conference rooms for in-person and virtual meetings.
• Process incoming and outgoing mail, including daily post office runs.
• Receive, record, and deposit client payments.
• Coordinate staff birthdays, lunches, and company events.
• Provide administrative support to the Administrative Director, Office Manager and other departments as needed.

Payroll Training Responsibilities:

• Develop knowledge of payroll software, compliance requirements, and internal procedures.
• Learn weekly, bi-weekly and semi-monthly payroll processing procedures.
• Assist with payroll data entry and payroll administration.
• Support payroll tax preparation and year-end payroll processes.
• Assist with W-2 preparation and payroll documentation.

Location & Work Eligibility:

• Position is on-site and based in Nashville, TN.
• Must currently reside in the Middle Tennessee area or be able to reliably commute.
• U.S. work authorization required.
• No visa sponsorship or relocation assistance available.

The Requirements:

• High school diploma or equivalent required.
• Strong communication skills with a professional and friendly demeanor.
• Excellent organizational skills and attention to detail.
• Strong time management and ability to prioritize multiple tasks.
• Proficient with Microsoft Office (Word, Outlook, Excel).
• Comfortable using office technology including scanners, copiers, Adobe, and business software.
• Ability to handle confidential information with professionalism and discretion.
• Dependable, self-motivated, and team-oriented.
• Interest in learning payroll and business operations.

The Rewards:

• Comprehensive Benefits package with group health insurance available on the first day of the month after hire.
• 10.5 paid holidays per year.
• Paid Time Off.
• 401K after 1 year – 3% employer contribution.

• Career growth opportunities within the firm.
• Salary range: $31,000–$38,000, based on experience.

The Company:

MAHAN is a boutique firm of 20 employees that provides business management and advisory services to healthcare providers. For over 35 years, we have offered comprehensive services to propel the businesses of our clients who include dentists, doctors, and chiropractors. We provide financial statements, tax recommendations and filing, practice consulting, payroll and human resources services as well as retirement and pension services.

Our culture is one of passion, quality, drive, and relationships with both our clients and our team. We believe in working hard and enjoying ourselves while doing it.