Office Assistant

Adams Brown; Hays (KS); On-site; USD 32,000 - 42,000; Full time

Job summary

Adams Brown, LLC is seeking an Office Assistant to support daily business operations. The role involves answering phones, greeting visitors, preparing documents, managing mail, and coordinating client data with attention to detail.

The position requires strong organizational abilities, multitasking, and usage of word processing and spreadsheets. The office maintains a professional environment with standard hours and holiday observances.

Qualifications

• Must maintain confidentiality of firm and client information.
• Effective verbal and written communication; strong client service orientation.
• Ability to manage multiple tasks concurrently with professionalism.
• Excellent organizational skills and attention to detail.
• Proficient in operating a multi-line telephone system and basic office equipment.

Responsibilities

• Answers telephone and transmits messages accurately and promptly.
• Greets clients and visitors in a professional and friendly manner.
• Prepares documents using word processing and spreadsheet programs.
• Manages outgoing mail and distributes incoming mail.
• Coordinates clients’ data to produce a quality final product.
• Typing, proofreading, and copying payroll taxes and other forms.
• Keeps conference room, reception area, work area and kitchen neat.
• Schedules and coordinates meetings.
• Maintains tracking system for tax returns.
• Coordinates direct mail projects.
• Coordinates purchasing or deliveries with outside vendors.
• Coordinates office events and client relations activities with Marketing staff.
• Coordinates various projects and special roles for the firm.
• Performs other duties as assigned.

Skills

Confidentiality

Communication

Customer service

Multitasking

Organization

Telephone etiquette

Office equipment operation

Teamwork

Attention to detail

Tools

Word processing

Spreadsheets

Job description

Description

Position Summary

The individual in this position performs a variety of administrative functions to support the daily business activities of the firm such as filing, maintaining records, scheduling appointments, and answering the telephone. The Office Assistant follows organization and department procedures to complete tasks in a timely manner. A certain degree of creativity and latitude is required.

FLSA Status: Non-exempt

Requirements

Major Duties and Responsibilities

• Answers telephone and transmits telephone messages accurately and promptly
• Greets clients and visitors as soon as they arrive in the office in a prompt, professional and friendly manner
• Prepares various documents as requested accurately and timely using word processing and spreadsheet programs
• Manages outgoing mail and distributes incoming mail
• Organizes and coordinates clients’ data, producing a quality and professional final product
• Typing, proofing, and copying payroll taxes and other forms
• Keeps conference room, reception area, work area and kitchen neat and orderly
• Schedules and coordinates meetings
• Maintains the tracking system for tax returns
• Coordinates direct mail projects
• May coordinate purchasing or deliveries of services or items with outside vendors
• May coordinate events for the office
• May coordinate client events and/or community relations activities (in cooperation with Marketing staff)
• May coordinate various projects and special roles/responsibilities for the firm or office
• Performs other duties as assigned

Desired Skills, Abilities And Characteristics

• Ability to maintain confidentiality of firm and client information
• Effectively communicate through verbal and written means
• Client service oriented
• Ability to perform several tasks concurrently with ease and professionalism
• Excellent organizational skills and attention to detail
• Ability to operate a multi-line telephone system
• Pleasant telephone voice
• Ability to use office equipment including a computer, copier, printer, and fax machine
• Ability to work well with others

Working Environment

Adams Brown, LLC promotes a flexible work environment with a deep commitment to technology and modern work arrangements. Our offices are open from 8:00 a.m. – 5:00 p.m. Monday through Friday through tax season and close at noon on Fridays outside of tax season. We are closed on major holidays, offer substantial paid-time-off, a comprehensive benefit package, competitive pay structure, and a culture of growth, clarity, and respect.

AdamsBrown, LLC. is an Equal Opportunity Employer.