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