Receptionist - San Diego

DUFFY; San Diego (CA); On-site; USD 25,000 - 33,000; Full time

Job summary

DUFFY in San Diego, CA is seeking a receptionist to manage front-desk duties and clerical tasks. The role includes answering calls, directing clients, managing mail and documents, and supporting AR activities as needed.

A flexible schedule with overtime during tax season is required to meet deadlines and client service standards. Proficiency with Microsoft Office and basic familiarity with accounting software like CCH Axcess is preferred to assist in billing, invoicing, and office operations.

Qualifications

• Must be able to handle multiple clerical tasks and client interactions.
• Experience with accounting software and general office programs is a plus.
• Ability to work a flexible schedule, including tax season overtime.

Responsibilities

• Answer pooled multi-line phone system, screen and direct calls.
• Assist with collections and follow up on outstanding invoices.
• Daily deposits and AR support as needed.
• Welcome clients and direct them to the appropriate associates.
• Handle mail, faxes, and document distribution.
• Prepare and post postage for outgoing mail and packages.
• Manage client document intake and file scanning.
• Support staff with various administrative tasks.

Skills

Clerical skills

Phone etiquette

Office organization

Attention to detail

Communication skills

Tools

Microsoft Office Suite

CCH Axcess

Job description

Provides general office support with a variety of clerical activities and related tasks. The receptionist will be responsible for answering incoming calls, directing calls to appropriate associates, mail distribution, flow of correspondence, requisition of supplies as well as additional clerical duties

QUALIFICATIONS

To perform this job successfully, the incumbent must be able to perform each essential core competency function satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform these functions.

Must be able to work a flexible schedule which includes 55+ hours a week during tax season

DUTIES & RESPONSIBILITIES:

• Answer a pooled multi-line telephone system, screen and direct calls, take and relay messages
• Assist with Collections and following up with clients on outstanding invoices
• Daily/Weekly deposits/AR support as needed.
• Greeting and assisting clients upon entering office suite
• Receive and appropriately distribute all faxes received by the office
• Prepare postage for all outgoing mail including but not limited to invoices, certified mail, overnight deliveries, packages and day-to-day mailings
• Logging and confirming delivery of all certified mail and overnight deliveries, as well as taking all required mailings to post office
• Ordering meals for office as needed.
• Managing intake of client documents, including scanning and filing as needed
• Sending out client organizers and engagement letters
• Copying client information for tax returns and other purposes
• Assemble tax returns as needed when support requested.
• Maintaining Kitchen and general office cleanliness
• Creating files and entering information for new clients
• Editing PDF’s of client information and tax returns to be sent to clients pending partner approval
• Supporting professional and administrative staff with miscellaneous projects
• Reviewing/submitting monthly expense reports for approval

KNOWLEDGE AND SKILLS REQUIREMENTS:

• Familiar with Accounting related software and knowledge of CCH Axcess would be a plus
• Working knowledge of Microsoft Office Suite