Office Assistant

Adams Brown; Hays (KS); On-site; USD 38,000 - 48,000; Full time

Job summary

Adams Brown, LLC seeks an Office Assistant to support daily administrative activities including filing, records maintenance, scheduling, and phone coverage. The role requires adherence to firm procedures, accuracy, and a degree of creativity and latitude.

The position emphasizes confidentiality, professional client interaction, and efficient task management within a collaborative office environment. This role supports multiple departments and contributes to a well-organized office culture.

Qualifications

• Ability to maintain confidentiality of firm and client information.
• Excellent verbal and written communication skills.
• Customer service oriented and professional demeanor.
• Strong organizational skills with attention to detail.
• Ability to multitask and manage priorities.

Responsibilities

• Answer telephone and transmit messages accurately.
• Greet clients and visitors in a professional manner.
• Prepare documents using word processing and spreadsheets.
• Manage outgoing and incoming mail.
• Coordinate meetings and schedules.
• Maintain tracking systems for tax returns and client data.
• Coordinate purchases or deliveries with vendors as needed.
• Assist with events and community relations activities.

Skills

Telephone etiquette

Confidentiality

Organizational skills

Verbal and written communication

Teamwork

Tools

Word processing

Spreadsheet

Multi-line telephone system

Fax machine

Job 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.

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 voiceAbility 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.