Administrative Assistant

Located in Grants Pass, OR

Salary: $18.00

Administrative Assistant

About Us:

Committed to delivering exceptional service to our clients while fostering a welcoming and collaborative environment for our team. Our firm values integrity, dedication, and a positive workplace culture. As an Administrative Associate, you will be the first point of contact for clients and visitors, playing a key role in maintaining a professional image and ensuring a seamless office experience.

Position Overview:

Part Time Administrative Associate that is an organized, friendly, and professional team member who thrives in a dynamic environment. This position requires strong customer service skills, excellent communication abilities, and the capacity to multitask and prioritize effectively. As the face of our firm, you will help ensure that both clients and colleagues experience a positive and efficient environment.

Key Responsibilities:

• Answer and direct phone calls, greet and assist clients at the front desk.
• Manage and schedule client appointments, and prepare client files for upcoming meetings.
• Scan and log client documents, ensuring proper filing and organization.
• Process completed client tax returns, obtain necessary signatures, and follow up on outstanding returns.
• Prepare and handle outgoing mail, manage returned mail, and address delivery issues.
• Monitor and confirm delivery of certified mail, scan receipts to appropriate files.
• Receive and apply payments to client accounts and notify parties of delinquent accounts.
• Take deposits to the bank and monitor office faxes and voicemails.
• Order and stock office supplies, maintaining organization and cleanliness in the bullpen.
• Order catering or lunch as requested for meetings and events.
• Provide notary services as needed.
• Perform other administrative duties and special projects as assigned.

Minimum Qualifications:

• High school diploma or equivalent.
• 1+ years of experience in an administrative or office role.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and general office equipment.
• Strong customer service skills and a professional, friendly demeanor.
• Excellent communication and organizational abilities.
• Ability to multitask and prioritize effectively in a fast-paced environment.
• Flexible, adaptable, and focused on teamwork.
• Notary Public certification or willingness to obtain certification.

Physical/Functional Requirements:

• Frequent communication with staff and clients in person, by phone, and by email.
• Ability to use hands to type, handle objects, or operate office equipment.
• Occasional bending, stooping, or lifting up to 25 pounds.
• Ability to sit for extended periods while working at a desk or computer.
• Occasional movement around the office to access files, office machinery, etc.
• Must possess the ability to communicate clearly and exchange accurate information.

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