Office Assistant

Chaliff & Associates Certified Public Accountants; Memphis (TN); On-site; USD 20,664,000 - 24,796,800; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Paid time off

Retirement plan

Professional development

Collaborative environment

Job summary

Chaliff + Associates Certified Public Accountants seeks an dependable Office Assistant to support daily operations in a CPA firm. You will greet clients, answer calls, handle scheduling, and maintain both electronic and paper files, ensuring client records remain accurate and secure.

The role requires strong organization, the ability to manage multiple tasks, and a professional, service-oriented approach. This on-site position offers growth and a collaborative office environment with benefits.

Qualifications

• High school diploma or equivalent required; Associate degree preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Excellent written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Ability to prioritize tasks and meet deadlines.
• Professional demeanor and excellent customer service skills.
• Ability to work independently and as part of a team.

Responsibilities

• Greet clients and visitors in a professional and friendly manner.
• Answer and direct incoming phone calls and respond to emails.
• Schedule appointments and manage calendars for firm staff.
• Prepare, organize, scan, and file client documents, both electronically and in paper files.
• Maintain accurate client records and update information in firm software.
• Receive, sort, and distribute incoming mail and prepare outgoing mail and packages.
• Order and maintain office supplies and coordinate office equipment maintenance.
• Assist with data entry, and other administrative tasks as assigned.
• Ensure the reception and common areas remain organized and professional.
• Handle confidential financial and client information with discretion.

Skills

Microsoft Office

Organizational skills

Communication skills

Data entry

Customer service

Education

High school diploma or equivalent

Associate degree preferred

Tools

Accounting software

Document management software

Job description

Office Assistant - Full or Part-Time

(Not Remote)

Position Overview

Chaliff + Associates is seeking a dependable, organized, and detail-oriented Office Assistant to support the daily operations of our CPA firm. The ideal candidate will provide administrative support, deliver excellent client service, and help maintain an efficient and professional office environment. This role requires strong organizational skills, the ability to manage multiple tasks, and a commitment to maintaining confidentiality.

Key Responsibilities

• Greet clients and visitors in a professional and friendly manner.
• Answer and direct incoming phone calls and respond to emails.
• Schedule appointments and manage calendars for firm staff.
• Prepare, organize, scan, and file client documents, both electronically and in paper files.
• Maintain accurate client records and update information in firm software.
• Receive, sort, and distribute incoming mail and prepare outgoing mail and packages.
• Order and maintain office supplies and coordinate office equipment maintenance.
• Assist with data entry, and other administrative tasks as assigned.
• Ensure the reception and common areas remain organized and professional.
• Handle confidential financial and client information with discretion.

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Experience with document management or accounting software is a plus.
• Excellent written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Ability to prioritize tasks and meet deadlines.
• Professional demeanor and excellent customer service skills.
• Ability to work independently and as part of a team.

Preferred Skills

• Strong proofreading and data entry skills.
• Ability to maintain strict confidentiality.
• Proactive and deadline-driven
• Strong problem-solving skills
• Ability to communicate clearly with both clients and vendors
• Highly organized with the ability to manage competing priorities

Physical Requirements

• Ability to sit, stand, and use a computer for extended periods.
• Occasionally lift and carry office supplies or files weighing up to 55 pounds.

Benefits

• $15 - $18 an hour (commensurate with experience and credentials)
• Paid time off and holidays (full-time only)
• Health, dental, and vision insurance (full-time only)
• Retirement plan with employer contribution
• Professional development and training opportunities
• Supportive and collaborative work environment

About Us:

Chaliff + Associates is a locally owned Small Business CPA firm with entrepreneurial CPAs and trusted advisors. Our management team has extensive leadership experience in a variety of industries and is extremely passionate about helping small business owners achieve their financial goals and objectives. At Chaliff + Associates, we value the diversity of perspectives that result from a variety of life experiences: ethnicities, ages, sexual orientations, genders, and other factors. Ours is a winning culture where we work together as a team with a clear focus on common goals and where team members can grow, develop and contribute to their fullest.