Administrative Assistant/Receptionist

HBK; Warrendale (Allegheny County); On-site; USD 35,000 - 52,000; Full time

Benefits offered by this job

Competitive Compensation

Employee Referral Bonuses

Anniversary Bonus

Generous Paid Time Off Policy

401(k) plan with company match and pro

Medical, dental, and vision insurance

Life Insurance

Disability Insurance

Tuition Reimbursement

Annual Performance Reviews

Job summary

HBK is seeking an administrative assistant at our Warrendale, PA location. The role emphasizes high-end client service, accurate data entry, and strong office systems knowledge. Proficiency with MS Office and familiarity with practice management tools are important.

The position involves supporting accounting staff, handling invoices, scheduling, and ensuring confidentiality. Overtime during tax season and throughout the year may be required based on workload.

Qualifications

• High School Diploma or GED required.
• Strong customer service experience preferred.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
• Knowledge of STAR Practice Management and CCH Axcess is a plus but not required.
• Willingness to work overtime during tax season, and as needed throughout the rest of the year.
• Billing/Invoicing experience preferred.

Responsibilities

• Be prompt, efficient and complete when carrying out all tasks assigned by supervisors.
• Always be courteous, pleasant, and helpful to clients and colleagues.
• Maintain a neat and organized work environment.
• Manage records and files in an organized manner.
• Maintain strict confidentiality of all clients and firm business.
• Maintain good communication with supervisors to ensure work is performed accurately and efficiently.
• Effectively communicate and share information with other administrative assistants.
• Type financial statements, tax returns, correspondence, and other projects.
• Assist with inventory, ordering and receipt of office supplies, internal forms, and checklists.
• Answer phones in a professional manner, providing answers when possible and transferring calls or taking messages when needed.
• Open and close office location facility when needed.
• Deliver all in-coming mail and collect out-going mail in time for daily delivery.
• Prepare invoices and obtain approvals.
• Assist accounting department in tasks.
• Review tax documents and responses.
• Track payments of firm invoices.
• Assist with preparation of engagement letters.
• Schedule meetings and appointments/arrange travel.
• Follow firm procedures and comply with firm policies as outlined in the Human Resource Manual.

Skills

Customer service

MS Office

STAR Practice Management

CCH Axcess

Billing

Overtime

Education

High School Diploma or GED

Tools

STAR Practice Management

CCH Axcess

Job description

HBK is a growing Top 50 accounting firm according to Accounting Today magazine and a Top 100 registered investmentadvisoryaccording to Financial Advisor Magazine. Our hundreds of collaborating professionals have created and fostered thousands of close, caring, supportiveclient relationships.

Growth requires talent, so we continue to seek capable, dedicated professionals in all aspects of financial services. Our recruits choose their career paths. We want you to excel in your career as part of a dynamic team, and we provide the support andthe resourcesto help you succeed. The breadth and depth of experience we offer you is unique in the marketplace.

We are entrepreneurs working with entrepreneurs, owners working with high-net-worth individuals and those who are owners of small and mid-size businesses, the heartbeat of our country. We are consultants, influencers in our communities as well as our clients and their finances. When we go home at night, we know we’ve made something happen for our clients. If you want a career that is all about helping people, you’re the kind of person we’re looking for. Please read on to discover if you could see yourself joining the HBK Family.

Qualifications

• High School Diploma or GED required.
• High-end customer service experience strongly preferred.
• Proficient in the Microsoft Office Suite (Excel, Word, Outlook, & PowerPoint).
• Knowledge of STAR Practice Management and CCH Axcess is a plus but not required.
• Willingness to work overtime during tax season, and as needed throughout the rest of the year.
• Billing/Invoicing experience preferred.

Essential Functions

• Be prompt, efficient and complete when carrying out all tasks assigned by supervisors.
• Always be courteous, pleasant, and helpful to clients and colleagues.
• Maintain a neat and organized work environment.
• Manage records and files in an organized manner.
• Maintain strict confidentiality of all clients and firm business.
• Maintain good communication with supervisors to ensure work is performed accurately and efficiently.
• Effectively communicate and share information with other administrative assistants.
• Type financial statements, tax returns, correspondence, and other projects.
• Assist with inventory, ordering and receipt of office supplies, internal forms, and checklists.
• Answer phones in a professional manner, providing answers when possible and transferring calls or taking messages when needed.
• Open and close office location facility when needed.
• Deliver all in-coming mail and collect out-going mail in time for daily delivery.
• Prepare invoices and obtain approvals.
• Assist accounting department in tasks.
• Review tax documents and responses.
• Track payments of firm invoices.
• Assist with preparation of engagement letters.
• Schedule meetings and appointments/arrange travel.
• Follow firm procedures and comply with firm policies as outlined in the Human Resource Manual.

Benefits We Offer

• Competitive Compensation.
• Lucrative New Business & Employee Referral Bonuses.
• Anniversary Bonus.
• Generous Paid Time Off Policy.
• 401(k) plan with company match and profit sharing.
• Medical, dental, and vision insurance.
• Company Paid Life Insurance.
• Affordable Short- & Long-Term Disability Insurance.
• Affordable Accidental and Critical Illness Insurance.
• 9 Paid holidays.
• Disability Insurance.
• Tuition Reimbursement.
• Annual Performance Reviews.
• And Much More…

HBK provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Please See The Below Link For Benefit Details

HBK Benefits