Administrative Clerk - FL - On Site

Position Summary

Tthe Administrative Clerk provides general administrative and housekeeping duties to enable the office to function smoothly.

Essential Duties and Responsibilities

• Preparing engagement letters to be sent out to clients

• Preparing labels for US Government Client and FedEx

• Occasionally dropping off packages to FedEx

• Preparing reports

• Copying and scanning

• Preparing internal and minor external correspondence

• Updating and transferring current client information to the word processing folder

• Assisting in the preparation of outgoing correspondence to clients

• Answering all incoming calls

• Logging all incoming/outgoing mail

• Preparing outgoing mail; occasionally take mail to the post office

• Distributing incoming mail and faxed documents to the appropriate staff

• Adding postage for outgoing mail and logging postage expenses

• Updating and monitoring the Equipment Log

• Restocking bathrooms and ensuring their tidiness

• Restocking all printers and copiers with paper and ink as needed

• Cleaning the refrigerators and ensuring the cleanliness of the kitchen

• Filing all documents in the library and for the partners

• Opening and closing the office daily

• Assist in maintaining office supply purchase lists

• Assist in making, rescheduling and confirming appointments

• Request governmental and non-profit contracts

• Ensure original engagement letters, confirmations and client representation letters are obtained and filed

• Update, maintain and distribute weekly staff whereabouts document to partners

• Collect timesheets and invoices, semi-monthly, and agree to time in billing system; distribute to partner

• Upkeep of office plants

• Weekly update of main conference room calendar

• Ensuring that the auditing and consulting staff is given the necessary tools including laptops, printers and calculators to do their jobs

• Ensuring that all IT related problems are eliminated as quickly as possible through our IT consultant

• Provide additional clerical assistance to all firm personnel

• Other duties as directed by partners and office administrator