Job Title: Administrative Coordinator
Department: Accounting Services
Reports to: Operations Manager, Internal Support
Coordinates with: AS Team Managers
Level: Administrative; full-time
Last updated: 12/30/2011
Summary of Responsibilities:
To be experienced in handling a wide range of administrative related tasks, able to work independently with minimal supervision. Become acquainted with all areas/departments of the MCM office and provide support that will allow Accounting Service team members to be successful.
Essential Functions:
• Prioritize, understand and manage assigned multiple projects simultaneously, and follow through on issues in a timely manner
• Prepare Proposals, Client Profiles, Potential New Client Lists, Engagement Letters and Service Contracts from provided information
• Prepare final client documents, faxes and copies including proofreading, footing and formatting
• Retrieve and save within Engagement software electronic ADP reports and notices
• Update and maintain AS department payroll tax return assignment list and workload allocation list
• Assemble and scan returns, work papers and financial statements and save within Engagement software (include bookmarking as necessary)
• Process and scan 1099’s and W-2’s at year end
• Maintain offsite storage and document retention for AS department
• Process Routing sheets (green) for AS department
• Assist with day-to-day general AS department office duties including but not limited to processing ADP invoices, preparing mailing labels, UPS/FedEx/Zip packages and incoming/outgoing mail, maintaining office supply inventory, running errands and filing of client’s documents as needed
• Coordinate AS department internal and external meetings, including reservations, meals, and set up meeting space
• Maintain and set daily work priorities determined from duties log-in sheet
• Assist with maintaining and developing AS department WIG scoreboards
Additional Functions:
• Assist with MCM Receptionist coverage on an as-needed basis
• Cross train with IST member on all functions of position
• Assist Consulting Administrative Coordinator on an as-needed basis
• Assist with assigned kitchen duties
Education, Experience and Skills:
• Must have a minimum of 3 years relevant work experience
• Must have strong organizational and multi-tasking skills
• Must have excellent written and verbal communication skills
• Must have intermediate skill level working with Microsoft Power Point, Outlook, Word, Excel and Adobe Acrobat
• Must have ability and desire to perform Internet research on multiple topics
• Must be comfortable interacting with professionals at all levels, internally and externally
• Must be able to function and take direction from all AS team members, set priorities and meet deadlines
• Must be able to operate general office equipment, copiers, fax machines, 10-key, multi-line phone system
• Must have knowledge of Engagement, Practice Management and Quickbooks (preferred)
• Must be detailed orientated
Expectations
• Respect and earn respect of fellow team members
• Take ownership of identified processes and responsibilities
• Keep open communications with Managers
• Perform work with confidence and pride, follow thru to completion
• Be dependable and timely
• Be cooperative, friendly and courteous to team members
• Make informed decisions – discuss with managers as needed
• Participate in WIG meetings and set tasks daily in order to achieve Personal Game Plan (PGP) goals
• Work in a safe, clean and employee friendly atmosphere
• Be honest and trustworthy
Working Conditions:
• Ability to be seated for long periods of time – office desk environment
• Occasional heavy lifting
• Minimal hazards. General office working conditions
• Occasional evening and weekend work required
Please send resumes and/or cover letter to the attention of Melody Grapperhaus (melody.grapperhaus@mcmcpa.com) with a notation as to the IAAP referral source (i.e. IAAP member self or name of IAAP member referral) in the email.