Office Administrative Assistant Job at KMH LLP in Honolulu

POSITION SUMMARY

• Provides administrative assistance and preparation of reports, letters and proposals using Word, Excel, and PowerPoint.
• Provides assistance to the Corporate Accountant with various tasks.
• Provide assistance with the daily operations of the office including answering phones and greeting visitors.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Administrative:

• Assist Audit Partner(s) in carrying out their administrative (e.g. execution of recurring tasks) and professional functions (e.g. managing calendars and arranging meetings);
• Format and finalize reports, letters, and proposals;
• Perform and maintain digital filing systems;
• Draft and proof administrative letters, documents, etc.;
• Performs other light administrative work such as scanning, photocopying, and faxing;
• Assists with setting up internal and external conference/meetings/teleconferences, etc. (e.g. logistics, food/beverage service, equipment, invitations, RSVPs, etc.); and
• Assist other Division Admin Assistants, and serve as a back-up, with various tasks such as finalizing letters and reports.
• Assist with answering incoming phone calls and direct callers to the appropriate individual; and
• Greet employees, clients and visitors with quality customer service and professionalism.

Accounting:

• Assist Corporate Accountant with the following:
  1. Apply payments from clients in Firm’s cloud-based time and billing software;
  2. Compile all approved credit cards transactions and send to Corporate Accountant on a weekly basis; and
  3. Assist Admin Assistants with entering client related expenses in the Firm’s cloud-based time and billing software.

SUPERVISORY RESPONSIBILITIES:

EDUCATION AND EXPERIENCE:

• High school diploma (or equivalent), including or supplemented by course work in word processing, spreadsheets, or other office/business subjects. Associates or Bachelor’s degree is preferred.
• Minimum of 2 years of experience in a similar position or experience is preferred.

CERTIFICATES, LICENSES, REGISTRATIONS

KNOWLEDGE, SKILLS & ABILITIES

• Excellent attention to detail and well-organized.
• Strong verbal and written communication skills. Ability to effectively communicate
• Proficient in Microsoft office programs (Word, Excel, PowerPoint) etc.
• Ability to use standard office equipment including a fax machine, photocopier, scanner, printer, and postage meter.
• Ability to work with deadlines.
• Ability to multi-task.
• Strong basic math skills.
• Ability to work independently and collaboratively (i.e., teamwork) while exhibiting excellent time management skills.
• Professional appearance and demeanor.
• Personal qualities of integrity, honesty, and strong work ethic.

PHYSICAL DEMANDS & WORKING CONDITIONS. The physical demands and working conditions described below are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

• While performing the duties of this job, the employee is regularly required to sit; use hands and fingers; talk; and hear.
• The employee is frequently required to walk, reach with hands and arms.
• The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 40 pounds.
• Specific vision requirements include close vision, color vision, and ability to adjust focus.

Working Conditions

• Work is generally performed in a business office environment.
• The noise level in the work environment is usually quiet to moderate.
• Position requires frequent walking around the office and around Downtown Honolulu.
• Position requires periods of standing while photocopying and scanning.

GENERAL COMMENTS

This position description is intended to describe the general nature and level of work being performed by employees in this position. It is not intended to be an exhaustive list of all duties, responsibilities, and qualifications. Management reserves the right to revise this position and to assign or reassign duties to this job at any time.