Office Secretary

Position SummaryWe are seeking a professional, courteous, and highly organized Office Secretary to serve as the welcoming face and voice of our financial advisory firm. This position is ideal for someone who takes pride in creating a warm, client-centered atmosphere while efficiently handling administrative responsibilities.As the first point of contact for all visitors and callers, the Office Secretary will play a crucial role in maintaining our office's smooth operation and upholding a professional and trustworthy environment. Our firm offers services in accounting, insurance, investments, and tax preparation, so discretion, accuracy, and attention to detail are essential.Key Responsibilities🛎 Client Interaction & Front Desk Management-Greet clients warmly and professionally, determine the reason for their visit, and notify the appropriate staff member.-Answer and route incoming calls promptly and courteously; take detailed messages when necessary.-Maintain a tidy, professional, and welcoming reception and waiting area.-Check in clients, verify/update contact information, and ensure any necessary forms or documents are completed.-Handle scheduling for client appointments, ensuring advisors' calendars are accurate and up to date.🗂 Administrative & Clerical Support-Prepare and format general office correspondence.-Assist with electronic and paper file organization in compliance with privacy regulations (e.g., for tax documents and client financial records).-Manage incoming and outgoing mail, including secure handling of sensitive financial documents.-Order and maintain inventory of office supplies, forms, and marketing materials.-Perform accurate data entry into CRM, financial management systems, and tax software.🧩 Office Coordination & Compliance Awareness-Maintain familiarity with the firm's range of services (tax, insurance, investment, and accounting) to provide basic guidance and direct inquiries appropriately.-Uphold strict confidentiality in line with financial services compliance requirements (e.g., client data protection, secure communications).-Monitor client follow-ups and ensure timely communication from advisors or team members.-Support each department with clerical duties as needed.-Support tax season workflows by coordinating drop-offs/pickups of tax documents and managing intake tracking.Required Qualifications-High school diploma or equivalent-Minimum 2 years of experience in a receptionist or administrative role, preferably in a financial, insurance, or tax-related office.-Strong working knowledge of Microsoft Office Suite (Word, Excel, Outlook); experience with financial CRM software, Quickbooks, Tax Act, and UltraTax is a plus.-Excellent communication skills"”clear, professional, and friendly tone in person and on the phone.-Impeccable attention to detail, organizational skills, and confidentiality.-Ability to multitask and prioritize in a fast-paced professional environment.-Punctual, reliable, and proactive with a client-first attitude.Work Environment-Professional financial services office with regular client traffic.-Desk located at the front of the office in a visible and client-facing position.-Requires extended periods of sitting, computer work, and telephone communication.-Occasional light lifting (documents, office supplies).Compensation & Schedule-Position Type: Hourly, On-Site-Pay: $18-$21 per hour depending on experience-Schedule:-Outside of Tax Season (Mid-April to January): Monday-Thursday 9:00 AM-5:00 PM with the first Friday of each month 9:00 AM-5:00 PM-Tax Season ( January to Mid-April): Monday-Thursday 9:00 AM-6:00 PM, Fridays 10:00-2:00. Occasional Saturdays as needed.Time Off & Benefits-Paid Time Off: After your first anniversary, 40 hours earned vacation plus 32 hours of personal sick leave. After the second anniversary, 80 hours earned vacation plus 32 hours of personal sick leave.-Bonuses: We do provide performance bonuses twice a year.-Holidays: All federal, paid holidays we have off.-Benefits: This is an hourly position and does not include health benefits. After one year, you are allowed to participate in a simple retirement plan where we will contribute a percentage of your wages to.How to ApplyPlease apply by emailing your resume to info@. If emailing your resume, please use the subject line ""Office Secretary Application: [your name]".

Created: 2025-05-10