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Administrative Specialist

Administrative Specialist

RubinBrownKansas City, MO, US
12 days ago
Job type
  • Full-time
Job description

Founded in 1952, RubinBrown LLP is one of the nation's leading accounting and professional consulting firms. The RubinBrown name and reputation are synonymous with experience, integrity and value.

RubinBrown redefines the full-service experience by combining technical and industry expertise with a commitment to personal and high-level relationships.

https : / / www.rubinbrown.com /

Major Responsibilities

  • Alternate receptionist duties with the other receptionist / admin. 2 - 3 days at the receptionist desk.
  • Manage the engagement letter process

Assist partners with timely production of engagement letters, working with EAs to provide lists and start process

  • Create, edit and send engagement letters via paper, Docusign or other various electronic methods
  • Track and re-send engagement letters, as necessary
  • Receive engagement letters and finalize in system
  • Billing support, as needed (eg mailing final invoices, etc)
  • Database corrections and updates
  • Serve as back-up to provide general office assistance for Executive Assistant absences, overflow tasks and tax department specific duties
  • Scan and file various documents for team members
  • Produce documents in Microsoft Word, Excel, and PowerPoint using designed templates
  • Send / receive documents via Docusign and Safesend
  • Send department specific communications and documents (eg rep letters, confirmations, etc)
  • Front desk and switchboard coverage, as needed
  • Special projects, as assigned

    • Preferred Experience / Background / Skills

  • Associate's or Bachelor's Degree preferred
  • Two or more years of work experience in a related position
  • High attention to detail, initiative and follow through
  • Strong planning, scheduling and problem solving skills
  • Excellent written and oral communication skills
  • Strong interpersonal skills; ability to interact effectively with all levels internally and externally
  • Strong PC skills, including Microsoft Word, Excel and PowerPoint
  • Ability to handle routine tasks with minimal supervision
  • Ability to support multiple people and manage multiple priorities in a fast-paced environment
  • Ability to work effectively in deadline situations
  • Highly motivated, professional, energetic and resourceful
  • Ability to work in excess of normal work hours, when necessary, (approximately 55 hours a week during peak times)

    • Working Conditions

  • The typical office hours are 8 : 00 a.m. to 5 : 00 p.m.
  • Travel for this position will be minimal
  • Ability to sit for long periods of time
  • Ability to move throughout office
  • Ability to lift, carry, push, pull up to 30-50 pounds

    • One Firm

    To foster a highly respected, inclusive culture that helps foster and promote an environment that is diverse and equitable for all team members and the firm to achieve growth and deepened expertise. RubinBrown is an equal opportunity / affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law. Accommodations are available on request for candidates taking part in all aspects of the selection process. To request accommodation, please contact your recruiter.

    EEO Employer W / M / Vet / Disabled

    Colorado, Nevada and Illinois Salary Statement :

    The salary range displayed is specifically for those potential applicants who will work or reside in the states of Colorado, Nevada or Illinois if selected for the role. Any offered salary is determined based on internal equity, internal salary ranges, market data / ranges, applicant skills and prior relevant experience, degrees and certifications (e.g. JD / technology)

    Benefits Summary

    Equal Opportunity Employer

    This employer is required to notify all applicants of their rights pursuant to federal employment laws.

    For further information, please review the Know Your Rights notice from the Department of Labor.

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    Administrative Specialist • Kansas City, MO, US