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Office Administrative Specialist

Minnetonka, MN 55316

Posted: 12/02/2024 Industry: Admin/Professional Job Number: HF9104075111 Pay Rate: $55000-60000 / year

Job Description

Job TitleOffice Administrative Specialist 
Job TypeTemp To Hire
LocationMinnetonka
Shift/Hours
  1. Trimester 1 (January-April) 45 hours; Monday through Friday 8:00am-4:30pm, Saturday 8:00am­1:00pm.
  2. Trimester 2 (May-August) 32 hours; Monday through Thursday 8:00am-4:30pm
  3. 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 preferred but not required. Knowledge and experience with Lacerte Tax Software and QuickBooks is also preferred.
EducationHigh 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
  1. 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.
  2. Answers, screens, and directs phone calls and emails (including downloading/addressing emails in the info@ in-box) to staff; takes messages and schedules appointments.
  3. Receives and sends mail, documents, packages, and courier deliveries and delivers or distributes items timely.
  4. 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.
  5. Maintains confidential files and records on behalf of the firm.
  6. 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.
  7. 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.
  8. 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.
  9. 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.
  10. Sends out a staff utilization summary weekly.
  11. 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).
  12. Manages, downloads and assigns tasks accordingly from all emails received from the “@info” email.
  13. In trimester 2: completes all MN SOS annual business renewals online.
  14. Assists clients with navigating the OT portal and ensures that documents that are needed are uploaded for the client to see.
  15. Supports other related, varying needs of the firm as assigned
Physical ReqsOffice environment.




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About Minnetonka, MN

Discover exciting job opportunities in the enchanting Minnetonka, Minnesota area! Embrace a thriving professional scene amidst the picturesque landscapes and vibrant culture this region has to offer. From the iconic Minnehaha Falls to the renowned Guthrie Theater, there's no shortage of attractions to explore during your off hours. Indulge in the local delicacies like Juicy Lucy burgers and explore the numerous art galleries and parks that make this area truly unique. Whether you're a sports enthusiast cheering for the Vikings at U.S. Bank Stadium or seeking tranquility in the stunning Lake Minnetonka, this region promises growth opportunities and a fulfilling career path. Start your journey today by exploring our latest job listings in Minnetonka, MN!