Job Purpose The primary focus of the Administrative Assistant is to support and aid the executives, accountants and tax specialists within the Accounting/Tax Department, and provide support to other Naples executives as needed.
Essential Functions The job duties and responsibilities of the Administrative Assistant include, but are not limited to:
- Provides administrative support to Tax & Accounting Department
- Performs typical clerical duties such as filing, scanning, copying, faxing, shredding, expense reports, distribution of incoming mail, preparation of outgoing mail including FedEx, UPS and USPS postage, including maintenance of USPS database for E-certify via
- Provides administrative assistance such as drafting correspondence, creating spreadsheets and presentations using Microsoft Office, appointment scheduling and maintenance of Tax Department Outlook calendar, makes travel arrangements as needed, assists with resolution of technical and telephone issues, assisted by IT Dept.
- Coordinates postage machine rental payments (quarterly), repairs, supply purchases, and postage uploads
- Timely mailing of income/property tax returns and notices
- Performs electronic tax filings
- Assists tax preparers in making entries and updates in Engagement software
- Prepares property tax spreadsheets for various entities
- Reconciles bank and credit card statements monthly
- Tracks and follows up on charitable contribution receipts and acknowledgements
- Notarizes documents, including remote online notarizations (via Signix), as needed
- Maintains offsite safe deposit boxes and onsite fire-proof safe and updates/maintains document storage logs for each
- Functions as back-up to the Naples office manager
- Assists office manager with various daily tasks such as opening office, greeting guests (utilizing DoorBird), retrieving daily mail, and restocking water, coffee and office supplies
- Performs other job duties and projects, as needed
Competencies and Qualifications - Minimum 2 years administrative support experience
- Bachelor's degree preferred
- Florida notary public preferred
- Proficient in Microsoft Office (including Word, Excel, PowerPoint and Outlook)
- Valid driver's license
- Communication proficiency
- Organizational skills
- Project management
- Attention to detail
- Integrity and ability to maintain confidentiality