Administrative Assistant

Boyum Barenscheer is your local, trusted accounting firm with 50 years of experience providing audit, tax, and advisory services to businesses across a variety of industries. We focus on building strong relationships and offering tailored solutions that help our clients succeed in an ever-changing business landscape.

Caring and Thoughtful | Get Things Done | Work with Purpose

Summary

The Administrative Assistant (AA) plays a vital role in providing critical administrative support throughout the year. The AA ensures accurate and timely filed tax returns, maintains organized records, assists with audits, and supports the overall efficiency of the firm. The AA is entrusted with maintaining strict confidentiality regarding firm and client matters, ensuring the highest level of trust and integrity in all tasks. Through their contributions, the AA significantly enhances Boyum Barenscheer’s operations and helps ensure the firm’s continued success.

Responsibilities

Front Desk

• Provides reception services at the front desk and responds to incoming calls and voicemails.
• Maintains the reception and office common areas to ensure a welcoming environment for clients and staff.
• Receives, posts, and distributes mail and faxes, coordinating courier or specialty mail services as needed.
• Acts as a primary contact for building management and coordinates facility needs.
• Orders and manages inventory of office supplies, kitchen supplies, beverages, and snacks.
• Coordinates food, location, and materials for events and meetings.

Administrative Support

• Processes incoming tax documents for clients by sorting and preparing files for scanning.
• Organizes and files physical and digital client documents to maintain excellent file management.
• Creates and organizes virtual binders with client documents to streamline tax preparation.
• Assembles reports, tax returns, and other client deliverables for paper or electronic distribution.
• Sends tax returns and 1099 forms through e-file systems and follow up on acknowledgments.
• Assists with the preparation and distribution of engagement letters and tax organizers.
• Monitors due dates for client projects, ensuring timely follow-up.
• Orders celebration and memorial gifts for staff and clients.
• Maintains accurate client records including updated contact information and communication preferences.
• Works with client managers to onboard new clients and set up requested workflows.
• Provides assistance with billing processes and finalizing invoices.
• Supports partners with various administrative tasks as requested.

Qualifications and Education

• Associate’s degree (A.A.) or equivalent from a two-year college or technical school and a minimum of four years of related experience or an equivalent combination of education and experience.
• Proficiency with Microsoft Office programs, especially Word and Outlook. Experience with accounting software programs such as Karbon, GoFileRoom, TaxCaddy, SurePrep, Engagement Manager, or UltraTax is helpful but not required.
• Organizational skills with the ability to prioritize work assignments.
• Excellent written, proofreading, problem solving, and oral communication skills.
• Applicants must be currently authorized to work in the United States on a full-time basis.

Physical Demands

• Required to sit for long periods.
• Extensive computer, keyboard, and mouse use.
• Occasionally required to lift and/or move up to 25 pounds.

This description covers the primary purpose and principal duties of the job. It is not intended to give all the details or a step-by-step account of the way each procedure or task is performed.

Salary Range: $22.00 – $24.00

The stated salary range reflects the compensation for this position at the time of posting. Final offers will be determined by the candidate’s qualifications, experience, and location.

Why Boyum is right for you

• Aligned values. Here at Boyum we’re all about Getting Things Done, Working with Purpose, and being Caring and Thoughtful for our team and our clients.
• Work Life Balance. Enjoy 20 days of PTO plus 9 paid holidays to unplug and refresh.
• Health is a priority. Firm paid medical plans*, HSA and FSA options, Dental, Vision, and Nice Healthcare.
• Prepare for the future. 401(k) with a company safe harbor contribution, access to Boyum Barenscheer Wealth Management, Identity Protection, and more.
• Get rewarded for continuing education. CPA assistance and completion bonus, access to Becker learning platform, and tuition reimbursement.
• Flexibility to match your lifestyle. Depending on the role and location, we offer opportunities for in-office, hybrid, and remote work arrangements.

Boyum is an equal opportunity employer and values diversity in our workforce. We encourage candidates of all backgrounds to apply.

*For applicable individual only medical plans.