Administrative Services

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Provides essential support to all departments of the firm, ensuring efficient office operations by performing a variety of tasks, including assembling tax returns and other documents, organizing and scanning firm and client documents, and assisting with general administrative tasks.

• Assemble tax returns both manually and electronically, audit reports/financials, and allocations.
• Track client document submissions and manage workflow tools.
• Route projects in the tax assembly and scanning pools.
• Organize, create barcodes as well as scan sheets and bookmarks as needed, scan, and ensure the quality and accuracy of documents in the Document Management and Scanning software.
• Verify scanned information was read properly by CCH Auto Flow.
• Assist departments with downloading electronically signed documents.
• Process firm deposits utilizing bank software and scanning equipment.
• Assist with billing processes, including invoice preparation, distribution, and follow‑up.
• Assist in preparing engagement letters, client deliverables, financial statements, and other professional documents.
• Coordinate logistics for in‑house Continuing Professional Education (CPE) programs, including scheduling sessions, preparing materials, and confirming attendance.
• Communicate CPE opportunities and deadlines to all staff and assist with related documentation in CPE tracking software to ensure compliance with licensing and regulatory requirements.
• Pick up and deliver mail to and from the post office, and sort and distribute mail within the office.
• Manage outgoing mail, ensuring correct mail service is used, adding postage to mail and entering postage charge into firm system.
• Maintain office supplies inventory and equipment; coordinate with vendors for service requests as needed.
• Keep common areas and supplies organized and clean for both client and firm employee use.
• Provide reception desk coverage greeting clients, answering main phone line, validating guest parking and preparing conference rooms.
• Serve as back‑up to deliver documents to clients in a timely manner, using Internet maps to plan the most efficient route and log mileage for deliveries made outside of the office.
• May provide assistance in other departments of the firm as needed.

• Ability to handle multiple projects simultaneously while maintaining consistency, accuracy and providing superior service.
• Ability to communicate well with others on staff, both orally and in writing.
• Ability to manage workload and deadlines.
• Ability to adapt to changing technologies.
• Must be dependable, well organized, punctual, detail oriented, and have the ability to prioritize tasks.
• Ability to work both independently and as part of a team with professionals at all levels.
• Works autonomously under the pressure of tight deadlines and multiple priorities.
• Must exhibit a high degree of professionalism including the ability to maintain the highest levels of confidentiality.

This job has no supervisory responsibilities.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

High school diploma or GED required; bachelor’s degree in Accounting, Business, or Finance preferred. One to three years of administrative experience; experience in a public accounting or professional services environment is a plus.

Must be at least 18 years of age and possess a valid Louisiana driver’s license. Reliable transportation in an insured personal vehicle required.

Working knowledge of the Internet, Microsoft Outlook, office equipment, computer hardware and peripheral devices. Ability to learn firm‑specific software such as document scanning software as well as Adobe Acrobat Pro. Ability to learn and run…