Administrative Assistant | Audit in Providence at CBIZ

Date Posted: 11/4/2022

Job Snapshot

Job Description

With over 100 offices and nearly 6,000 associates throughout the U.S. CBIZ (NYSE: CBIZ) delivers top-level Financial and employee business services to organizations of all sizes, as well as individual clients, by providing national-caliber expertise combined with highly personalized services delivered at the local level.

CBIZ has been honored to be the recipient of several national recognitions:

  • Top 101 2021 Best and Brightest Companies to Work For in the Nation
  • 2022 Top Workplaces USA
  • 2021 America's Best Mid-Size Employers
  • 2021 Best and Brightest Companies in Wellness
  • 2022 Great Place to Work Certification

Together, CBIZ and Mayer Hoffman McCann P.C. (MHM) are ranked as one of the top providers of accounting services in the United States.  MHM is an independent CPA firm that provides audit, review and attest services, while CBIZ provides, business consulting, tax and financial services.

CBIZ & MHM New England (formerly CBIZ Tofias) is part of the 10th largest accounting, tax and advisory services providers in the nation.  Our two New England offices are located in Providence and Boston and have over 240 people, including 40 Managing Directors.  We uniquely combine national resources with local decision-making by experienced, New England-based professionals who are dedicated to strengthening our clients’ financial positions.

This position will be responsible for supporting various revenue teams in the audit department including related administrative work. This position will also provide administrative support to multiple management level staff and perform a variety of administrative duties to effectively maximize the productivity and time of their assigned internal clients. 

Essential Functions and Primary Duties

  • Provide administrative support directly to team members on a daily basis, track individual CPE achievement as appropriate
  • Manage and oversee the engagement letter preparation process working through others within our document group ensuring such are prepared on a timely basis and scheduled for review by partners. This will require tracking of letters through the process, including assessing quality and seeking necessary approvals
  • Manage calendars for certain team members
  • Schedule meetings, internal trainings
  • Prepare expense reports
  • Moderate CPE meetings both in person and virtually, coordinate attendance
  • Prepare prospect and new client forms for submission to Finance including research of prospect client information to be submitted
  • Assess the quality of all draft invoicing for consistency with contract terms from documents prepared by the accounting department; obtains partner approval after such review to authorize the issuance of invoices
  • Facilitate reservations, travel, and related
  • Coordinate meeting space both internally and externally including catering and resource needs
  • Participate and support various sub-groups in the audit department relative to initiatives got to market efforts assisting with setting up meeting agendas, taking minutes and assisting with various follow up efforts  
  • Research and prepare analysis and reports as needed to support the practice
  • Provide ProStaff support with reporting and FeedForward process
  • Generate and distribute SalesForce reports to audit team
  • Assist with roll-forward of Caseware binders and assist in planning process when needed
  • Develop and maintain electronic files in a clear and consistent way collaborating with others to follow like protocol and best practices used or to be adopted by the office
  • Assist with various budgeting and scheduling considerations for client projects and the niche
  • Assist with various document generation and support as needed by the group
  • Work collaboratively with other administrators to provide backup during vacation and other absences, shares best practices with others, supports others when possible across the group during peak periods.
  • Additional responsibilities as assigned

Preferred Qualifications

  • 4 years’ experience in an office environment and preferably performing as an administrative assistant
  • Demonstrated experience in a deadline driven professional office environment
  • Prior experience in the public accounting industry or a professional services environment preferred.
  • Proven experience with being a proactive and reliable support professional, collaborating with internal clients and reprioritizing work when demands change.
  • High attention to detail in work product  
  • Takes ownership of projects and has a pride in the quality of work product
  • Working knowledge of CaseWare, DocuSign, Smartsheet, Practice Engine, Concur, SalesForce and ProStaff desired
  • Highly competent in Microsoft Office applications (Outlook, Word, Excel, and PowerPoint) and Adobe Acrobat DC
  • Ability to work in a team environment as well as independently.
  • Professional discretion and the ability to handle sensitive and confidential information
  • Flexibility to work outside of standard business hours, during busier times of the year

Qualifications Required

  • High school diploma or GED required
  • At least 2 years in an administrative, office environment.         
  • Must have knowledge of administrative procedures
  • Proficient use of applicable technology
  • Demonstrated ability to communicate verbally and in writing throughout all levels of organization, both internally and externally
  • Ability to work with minimal supervision while fulfilling all obligations
  • Strong customer service skills

REASONABLE ACCOMMODATION

If you are a qualified individual with a disability you may request reasonable accommodation if you are unable or limited in your ability to use or access this site as a result of your disability. You can request a reasonable accommodation by calling 844-558-1414 (toll free) or send an email to accom@cbiz.com.

EQUAL OPPORTUNITY EMPLOYER

CBIZ is an affirmative action-equal opportunity employer and reviews applications for employment without regard to the applicant’s race, color, religion, national origin, ancestry, age, gender, gender identity, marital status, military status, veteran status, sexual orientation, disability, or medical condition or any other reason prohibited by law. If you would like more information about your EEO rights as an applicant under the law, please visit these following pages EEO is the Law and EEO is the Law Supplement.

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