Administrative Specialist

Founded in 1952, RubinBrown LLP is one of the nations leading accounting and professional consulting firms. The RubinBrown name and reputation are synonymous with experience, integrity and value. RubinBrown redefines the full-service experience by combining technical and industry expertise with a commitment to personal and high-level relationships. https://www.rubinbrown.com/ Major Responsibilities Plan, schedule, and coordinate meetings and appointments Assist administration of meetings, seminars, or tasks through note taking, meeting minutes, surveys, special projects, etc. Prepare monthly billing reports, statements, edit invoices, and disperse to clients Prepare and send engagement & rep letters Manage and maintain files and records Back up for Receptionist, executive assistant, and other administrative team members Make photocopies of reports and other materials Proofread and scan documents Process, assemble, and bind client reports, tax returns and proposals Prepare and complete expense reports for Partners and Managers using Concur Solutions when requested Prepare client mailings and maintain database of information Assist Partners with monthly billing processing Assist in implementing and monitoring internal operating procedures Back up other Executive Assistants and Receptionist Assist with service line seminars and office-wide events Produce documents in Microsoft Word, Excel and PowerPoint using designed templates Prepare correspondence and presentations, including editing and formatting Required overtime during busy times of year (approximately 50-55 hours a week during peak times) Other administrative duties as assigned Preferred Experience/Background/Skills High School Diploma/GED required, Associates or Bachelors Degree preferred Minimum of 3 years work experience in an administrative role Highly motivated, professional, energetic and resourceful Excellent organizational skills with high attention to detail Strong interpersonal skills; ability to interact effectively with all levels both internally and externally Able to work independently with minimal supervision, as well as in a team environment, supporting multiple people and priorities in a fast paced environment Ability to work effectively in deadline situations Excellent written and oral communication skills Strong MS Office skills (Outlook, Word, Excel, PowerPoint) Strong PC skills, including Adobe Acrobat. Flexibility with overtime in order to meet deadlines Working Conditions The typical office hours are 8:00 a.m. to 5:00 p.m. Ability to work in excess of normal work hours, when necessary, (approximately 50-55 hours a week during peak times) Travel for this position will be minimal if any Ability to sit for long periods of time Ability to move throughout office Ability to lift, carry, push, pull up to 30-50 pounds Ability to speak English to communicate with clients, team members, etc. One Firm To foster a highly respected, inclusive culture that helps foster and promote an environment that is diverse and equitable for all team members and the firm to achieve growth and deepened expertise. RubinBrown is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law. Accommodations are available on request for candidates taking part in all aspects of the selection process. To request accommodation, please contact your recruiter. EEO Employer W/M/Vet/Disabled Colorado, Nevada and Illinois Salary Statement: The salary range displayed is specifically for those potential applicants who will work or reside in the states of Colorado, Nevada or Illinois if selected for the role. Any offered salary is determined based on internal equity, internal salary ranges, market data/ranges, applicant skills and prior relevant experience, degrees and certifications (e.g. JD / technology) Benefits Summary Education Preferred Associates or better in Business Administration or related field Bachelors or better in Business Administration or related field Behaviors Required Enthusiastic: Shows intense and eager enjoyment and interest Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well Motivations Required Self-Starter: Inspired to perform without outside help Ability to Make an Impact: Inspired to perform well by the ability to contribute to the success of a project or the organization