Position Summary
We 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 Apply
Please apply by emailing your resume to [email protected]. If emailing your resume, please use the subject line ““Office Secretary Application: [your name]”.
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