Administrative Associate - CPA Firm

Pooley & Pooley, CPAs is a full-service CPA firm specializing in accounting, bookkeeping, consulting, estate and trust planning, and tax services. We are committed to providing top-quality financial services tailored to meet the unique needs of individuals, businesses, and organizations. With a team of dedicated professionals, we focus on delivering accurate, timely, and efficient solutions. Located in Santa Rosa, CA, we take pride in fostering long-lasting relationships and empowering our clients to achieve their financial goals.

This is a part-time, on-site position. The Administrative Associate provides critical administrative and operational support to the accounting team and firm management, ensuring the efficient and smooth operation of the office, especially during peak periods like tax season. This role involves managing a variety of administrative tasks, handling client communications, processing documentation, and assisting with basic accounting procedures while maintaining strict confidentiality.

• Document and Tax Processing: Process and assemble tax returns, financial statements, and other client deliverables. Manage the secure electronic filing and physical organization of client documents, receipts, and invoices.
• Client Communication: Serve as a primary point of contact for clients, answering and directing phone calls and emails, scheduling appointments, and ensuring a professional and timely response to inquiries.
• Office Administration: Manage office equipment (printers, scanners, phone systems), order supplies, sort and distribute mail, and maintain the professional appearance of common areas and meeting rooms.
• Data Entry and Records Management: Perform data entry into the firm's accounting and practice management software, maintain accurate client records, and ensure data integrity across all systems.
• Billing and Financial Support: Assist with administrative processing of client invoices, accounts receivable, and accounts payable, including tracking expenses and helping with bank deposits.
• Project and Deadline Management: Coordinate administrative tasks to meet strict deadlines, particularly during tax season, and provide general support for special projects as assigned.

• Experience: Proven administrative or assistant experience, preferably at least 1-3 years in a fast-paced office environment. CPA firm or general accounting experience is a plus.
• Software Proficiency: Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience with data management and cloud storage systems.
• Organizational
  
  Skills:
  
  Excellent organizational and time-management skills with the ability to multitask and prioritize tasks effectively.
• Attention to Detail: A keen eye for detail and a commitment to accuracy are fundamental in a financial setting.
• Communication: Exceptional written and verbal communication skills, with a professional and courteous demeanor for client interaction.
• Confidentiality: The ability to handle sensitive and confidential information with integrity and discretion is essential.

• Familiarity with accounting software such as Quick Books.
• An Associate's or Bachelor's degree in Business Administration, Accounting, or a related field.

Competitive compensation will be based on experience.

To apply for this position, send your resume and salary expectations to

• Entry level

• Part-time

• Administrative
• Industries:
  Accounting