Administrative Clerk

S Davis & Associates; Town of Florida (NY); On-site; USD 35,000 - 48,000; Full time

Job summary

S. Davis & Associates, P.A. in New York seeks an administrative assistant to support daily office operations, prepare engagement letters, handle mail, answer calls, and maintain client records. The role emphasizes accuracy, organization, and professionalism.

You will coordinate scheduling, manage supplies, assist IT with equipment, and collaborate with partners to ensure timely delivery of reports and correspondence.

Responsibilities

• Prepare engagement letters and client correspondence.
• Answer incoming calls and manage mail and deliveries.
• Maintain client information and filing systems.
• Coordinate scheduling and appointments.
• Order and restock office supplies; upkeep of facilities and equipment.
• Support IT with equipment and access needs.
• Assist partners with reports, timesheets, and billing documents.

Job description

Job Description

Job Description

PRIMARY PURPOSE OF JOB

To provide general administrative and housekeeping duties to enable the office to function smoothly.

Duties include :

• Preparing engagement letters to be sent out to clients
• Preparing labels for USPS and FedEx
• Occasionally dropping off packages to FedEx
• Preparing reports
• Copying and scanning
• Preparing internal and minor external correspondence
• Updating and transferring current client information to the word processing folder
• Assisting in the preparation of outgoing correspondence to clients
• Answering all incoming calls
• Logging all incoming/outgoing mail
• Preparing outgoing mail; occasionally take mail to the post office
• Distributing incoming mail and faxed documents to the appropriate staff
• Adding postage for outgoing mail and logging postage expenses
• Updating and monitoring the Equipment Log
• Restocking bathrooms and kitchen, and ensuring their tidiness
• Restocking all printers and copiers with paper and ink as needed
• Cleaning the refrigerators and ensuring the cleanliness of the kitchen
• Filing
• Opening and closing the office daily
• Assist in maintaining office supply purchase lists and ordering/purchasing supplies
• Assist in making, rescheduling and confirming appointments
• Request governmental and non-profit contracts
• Ensure original engagement letters, confirmations and client representation letters are obtained and filed
• Update, maintain and distribute weekly staff whereabouts document to partners
• Collect timesheets and invoices, semi-monthly, and agree to time in billing system; distribute to partner
• Upkeep of office plants
• Weekly update of main conference room calendar
• Ensuring that the auditing and consulting staff is given the necessary tools including laptops, printers and calculators to do their jobs
• Ensuring that all IT related problems are eliminated as quickly as possible through our IT consultant
• Provide additional clerical assistance to all firm personnel
• Helping to maintain the appearance of the building, grounds and internal office space
• Scheduling and confirming appointments
• Other duties as directed by partners and office administrator

Company Description

S. Davis & Associates, P.A. (SDA), in business for over 25 years, is a full service certified public accounting, consulting and staff augmentation firm. We pride ourselves in employee longevity.

Company Description

S. Davis & Associates, P.A. (SDA), in business for over 25 years, is a full service certified public accounting, consulting and staff augmentation firm. We pride ourselves in employee longevity.