Overview
Administrative Assistant Jobs in Amherst at ZLC
Administrative Assistant
The ZLC Group CPA’s, LLC | Amherst, NY | Full-Time
We are a mid-size, growing CPA firm in Amherst with a great opportunity for a full-time Administrative Assistant to join our team!
Schedule
Typical full-time schedule is 8:30 AM – 5:00 PM, Monday–Friday, from April 16th through January 31st, except for Fridays during summer months when we close at 1:00 PM.
Weekly overtime during tax season (February 1st – April 15th), which may include Saturday hours from 9:00 AM – 1:00 PM (approximately 40–50 hours per week).
Skills & Qualifications
- Previous office experience required
- Advanced communication skills (verbal, written, electronic) and superior phone skills
- Previous accounting experience a plus
- Strong organizational skills
- Team player, reliable, and trustworthy
- Ability to multitask in a fast-paced environment
Technology & Software
Candidates should be comfortable working across a variety of business and accounting software platforms. Prior experience with any of the following is a plus:
Productivity & Communication
- Microsoft 365 – Word, Excel, Outlook, and Teams (required)
- Proficiency in Excel including spreadsheet creation, formulas, and data organization
- AI chatbot tools (e.g., Microsoft Copilot, ChatGPT, or similar) for drafting, research, and productivity tasks
- ShareFile or similar secure document sharing platforms
- DocuSign or similar e-signature tools
Accounting & Tax Software
- QuickBooks knowledge preferred
- Document management systems experience preferred
- Practice management software experience preferred
Hardware & Equipment
- Multifunction printers, copiers, and document scanners (e.g., Fujitsu ScanSnap)
- Fax machines and multi-line phone systems
- General comfort with office hardware setup and troubleshooting
Duties Include but Are Not Limited To
Client Services
- Answer phones, direct calls, and provide customer service
- Greet clients, escort to conference room, and offer refreshments
- Intake tax documents – ask pertinent questions for tracking sheet
- Call clients when returns are ready for signature and pickup
- Review summary sheet with client at pickup (balance due or refund amount)
- Accept client payments by phone and in person
Administrative & Clerical
- Administrative support for office and CPAs as needed
- General clerical duties: filing, emailing, scanning, and faxing
- Organize and schedule appointments; manage partner calendars and conference room bookings
- Answer admin emails – print/mail/email prior-year tax returns, organizers, and client-requested documents (W-2s, etc.)
- Various typing projects for partners
- Follow up on unpaid invoices by mail, email, and phone
Mail & Document Handling
- Receive, sort, and distribute incoming mail; empty after-hours drop box
- Prepare and send outgoing mailings and packages; post outgoing mail from basket
- Send, receive, and forward faxes
- Scan tax documents and file in electronic document system from scans, emails, and fax
- Scan signed e-file authorization forms and upload to electronic document system
- Track workflow for additional document submissions
Financial & Reporting
- Prepare financial statements for partners: copy, bind, and mail
- Basic accounting functions and weekly/daily deposits
Office & Facilities
- Monitor and order office supplies, kitchen supplies, envelopes, toner, and business cards
- Stock kitchen and processing room when supplies arrive
- Maintain filing systems and keep office areas organized
- Check on and tidy conference rooms
Benefits
- Paid Time Off
- Health, Dental, and Vision Insurance
- 401(k) with employer matching contribution
- Salary based upon experience.
Preferred Qualifications
- High school diploma or equivalent
- Microsoft Office: 1 year of experience preferred
- Customer service: 1 year of experience preferred
Job Type: Full-time | In Person
Don’t miss out on this great opportunity – apply today!
Job Type: Full-time
Pay: $23.00 – $25.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Education:
- High school or equivalent (Preferred)
Experience:
- Microsoft Office: 1 year (Preferred)
- Customer Service: 1 year (Preferred)
Ability to Relocate:
- Amherst, NY 14228: Relocate before starting work (Required)
Work Location: In person
Title: Administrative Assistant
Company: ZLC
Location: Amherst
