Administrative Specialist - The Vision Companies

Minnetonka, MN 55316

About the Job

Job Title	Administrative Specialist
Job Type	Temp To Hire
Location	Minnetonka
Shift/Hours	Trimester 1 (January-April) 45 hours; Monday through Friday 8:00am-4:30pm, Saturday 8:00am1:00pm. Trimester 2 (May-August) 32 hours; Monday through Thursday 8:00am-4:30pm Trimester 3 (September-December) 39 hours; Monday through Thursday 8:00am-4:30pm, Friday’s 8:00am-3:00pm.
Experience	Combination of higher education and 3 years of experience providing administrative support to a CPA Firm. Knowledge and experience with Lacerte Tax Software and QuickBooks is preferred.
Education	High School Diploma.
Salary	$55-60K
Why Vision?	We challenge employees and present them with career opportunities with some of the most successful businesses in the area. Our employees' occupational goals, skills, and background experience are represented truthfully and marketed to match the hiring needs of small-,mid-sized, and Fortune 300 companies. Benefits include; paid time off, paid holidays, health insurance (medical, dental, vision), term life insurance, short term disability benefits, 401K, competitive wages, pay increases and bonuses based on performance. We also have safety and employee referral bonuses, and gift giveaways throughout the year. Plus an amazing team of recruiters to support and advocate for you!

Requirements	Greets clients, visitors, and guests with a friendly demeanor; determines the purpose of each person’s visit and directs or escorts them to the appropriate location. Answers, screens, and directs phone calls and emails (including downloading/addressing emails in the info@ in-box) to staff; takes messages and schedules appointments. Receives and sends mail, documents, packages, and courier deliveries and delivers or distributes items timely. Creates and maintains an Excel spreadsheet of clients requesting tax organizers at the start of each year, sends out tax organizers either by uploading to OT or snail mailing. Maintains confidential files and records on behalf of the firm. Is responsible for collaborating with the Seasonal Document Management Coordinator(s) in offering support assembling tax returns in Trimester 1 and will be responsible for all assemblies in trimesters 2 and 3 for the firm. Facilitates the intake process (including assigning tasks in OT/Lacerte, ensuring contacts and addresses are up to date) and assists with the pick-up process. Updates and maintains client information and statuses in Lacerte, OT and QB; including setting up new clients in all platforms and assigning new client numbers. Orders and maintains all office supplies, including additional supplies/groceries needed during trimester 1. Maintains the orderliness of the office and communal areas in break room, etc. Sends out a staff utilization summary weekly. Maintains and executes consistent weekly process for A/R including reach outs on overdue invoices (email/call/letter) and places clients for collection (Administrative Officer will provide support, as needed). Manages, downloads and assigns tasks accordingly from all emails received from the “@info” email. In trimester 2: completes all MN SOS annual business renewals online. Assists clients with navigating the OT portal and ensures that documents that are needed are uploaded for the client to see. Supports other related, varying needs of the firm as assigned
Physical Reqs	Office environment.

#Office1

Source : The Vision Companies

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