Administrative Specialist

GBQ Partners; Sylvania (OH); On-site; USD 38,000 - 52,000; Full time

Job summary

GBQ Partners in Toledo seeks an Administrative Specialist to provide a wide range of administrative support in the Toledo Office. The role requires multitasking, prioritizing workloads, and handling projects with minimal supervision while delivering high accuracy and attention to detail.

Responsibilities include maintaining client information in tax software and CRM systems, processing tax returns, formatting letters for partners and staff, assisting with purchases and registrations, front desk

Qualifications

• Three–five years of administrative experience.
• Strong proficiency with Microsoft Word, Excel, PowerPoint, Outlook.
• Ability to multitask and prioritize workload.
• Excellent written and oral communication skills.

Responsibilities

• Maintain client information in tax software and CRM tools (SharePoint, CCH Workflow, CCH Axcess, STAR, Hubspot).
• Process tax returns in all tax department software and hard-copy returns.
• Format correspondence for partners, directors, managers and staff.
• Assist with associates’ purchases and registrations; coordinate credit card reconciliation.
• Provide front desk coverage and answer client calls/emails.
• Perform miscellaneous administrative duties (scanning, copying, faxing to IRS).
• Track and report client-related time and participate in process improvement initiatives.
• Contribute to cost-reduction opportunities and support firm growth initiatives.

Skills

Multitasking

Attention to detail

Written and verbal communication

Time management

Tools

Microsoft Office

Job description

Position Statement

Provides a wide range of administrative support to the Toledo Office. Ability to multitask and prioritize workload. Ability to take on projects with little supervision and sometimes strict time constraints. Demonstrates strong attention to detail and accuracy when following established processes.

Title: Administrative Specialist

Exempt or Non-Exempt: Non-Exempt

Work Area | Department: Toledo Office

Position StatementProvides a wide range of administrative support to the Toledo Office. Ability to multitask and prioritize workload. Ability to take on projects with little supervision and sometimes strict time constraints. Demonstrates strong attention to detail and accuracy when following established processes.

Tasks

• Maintains client information in tax software – SharePoint, CCH Workflow, CCH Axcess, STAR, and Hubspot.


• Processes tax returns in all software programs the tax department utilizes, as well as being able to process hard copy paper returns.


• Formats correspondence for partners, directors, managers, and staff.


• Assists with associates’ professional purchases and registrations and submits the appropriate documents for credit card reconciliation.


• Provides phone coverage and front desk duties at the front desk for the receptionist’s sick days and vacations.


• Miscellaneous administrative duties, including but not limited to answering client calls and/or emails with administrative questions, copying and scanning documents, formatting and faxing letters to the IRS, etc.

Profitability

• Tracks and reports actual client-related time as required.


• Consistently uses firm and department software, including AI tools, efficiently, appropriately, and ethically.


• Involvement with internally focused projects to improve procedures by participation in committees, technical training, HR initiatives, and other firm-related projects.

Practice Growth

• Works to identify opportunities to reduce costs within the firm.


• Provides other services in addition to core administrative services.


• Demonstrates excellent written and verbal communication skills.

Client Focus

• Utilizes appropriate procedures to completion to produce a high-quality work product.


• Demonstrates comprehension of relevant accounting knowledge, technology concepts, and other methodologies.


• Works in collaboration with the other administrative team members to help ensure a consistent and efficient workflow.

Brand Culture|Development

• Exemplify Brand Attributes of the Firm.


• Complies with all policies and procedures of the firm.


• Demonstrates the ability to work individually or in a team environment and address conflict with peers and superiors.


• Enhances firm collaboration through interactions with associates from other departments.


• Consistently seeks feedback from performance manager and focuses on enhancing and developing professional and technical skills.

Work Experience|Education

• Three – five years of administrative experience.


• Strong proficiency in the use of technology and PC applications, specifically, but not limited to, Microsoft applications, e.g., Word, Excel, PowerPoint, Outlook.


• Ability to multitask and prioritize workload.


• Must exhibit attention to detail.


• Must have excellent written and oral communication skills.

Organizational Relationships

• The Administrative Specialist will report directly to a Performance Manager who will provide any necessary guidance relative to administrative issues or work performance through the formal evaluation process.

Special Requirements

• Ability to work evenings and weekends based on the time of year and client demands.


• Adheres to the Firm’s and Tax Department’s in-office requirements as applicable.

GBQ participates in E-Verify.