Role and Responsibilities

ANSWER PHONE CALLS

• answer and address incoming phone calls in a timely and polite manner

• clearly determine the purpose of the call

• deal with queries and provide correct information

• forward calls to appropriate person

• take and deliver messages accurately and completely

MANAGE ELECTRONIC MAIL/COMMUNICATION

• sort and distribute incoming email

• maintain mail register

FINANCIAL

• monitor and record petty cash payments

• basic bookkeeping duties

• maintain bookkeeping transactions & reconciliations for the business (via Xero)

• Invoice clients

• Manage accounts receivable including reconciliations, sending statement and following up overdue invoices

CLERICAL

• file documents accurately

• monitor and maintain equipment and report any malfunctions

• monitor, control and order office supplies

• provide general administrative and clerical support

ORGANISE MEETINGS

• book meetings via staff calendars

• inform participants

• organize catering for meeting (if required)

SECRETARIAL SUPPORT

• prepare correspondence and documents

• update databases

• organize mailings

• prepare and maintain spreadsheets

• schedule and follow up on appointments

• maintain appointment diary

ENGAGE & COMMUNICATE EFFECTIVELY & ACCURATELY WITH KEY STAKEHOLDRS

• Australian Taxation Office

• ASIC (for company corporate secretarial)

• Clients

• Other Team members

SUPPORT PROFESSIONAL STAFF IN CLIENT MATTERS

• Set up working papers for individual jobs/clients

• Set up all relevant tax documents

• Liaise with clients for information requests

• Prepare/provide relevant business reports to the manager as required

MANAGE PRACTICE DATA BASES

• Manage all practice data bases

• Manage all client onboarding and off boarding

• Manage all job management through Xero XPM

OTHER DUTIES AS DIRECTED

Qualifications and Education Requirements
• Cert 3 in Business Administration preferred
• knowledge of administrative and clerical procedures
• knowledge of computers and relevant software application
• knowledge of customer service principles and practices
• keyboard skills
• ability to work a VOIP phone
• experience in administrative support in an accounting practice or other professional business

PERSONAL PRESENTATION
• maintain a neat and well-groomed professional appearance
• respond professionally to visitors and callers

COMPANY REPRESENTATION
• maintain confidentiality and show discretion
• adhere to company policies and procedures
• represent organization in an ethical and professional manner
• maintain a complete knowledge of organizational structure, personnel names and titles
• remain calm under pressure

COMMUNICATION SKILLS
• write well using correct grammar and spelling
• communicate verbally with confidence and clarity
• ask effective questions
• listen actively and respond with empathy
• follow instructions properly
• understand and respond to non-verbal signals

CUSTOMER SERVICE ORIENTATION
• clarify customer needs
• provide solutions and support to the customer using in-depth knowledge of company products and services
• deal effectively with difficult customers

COMPUTER SKILLS
• Microsoft Office 365 apps including MS Word, Outlook, Excel, Teams
• Accounting package – Xero preferred
• Other programs apps including but not limited to Suitefiles, Practice Protect, ATO Mate, Zoom, Now Infinity, Light Year Docs
• Internet/Intranet
• accurate and fast typing skills

WORK MANAGEMENT
• set priorities, plan and organize tasks
• schedule activities accurately
• find and use resources effectively
• pay attention to detail
• complete tasks on time

INFORMATION MANAGEMENT
• locate and collect information
• organize information

DISTRIBUTE INFORMATION EFFICIENTLY
• verbal and written communication skills
• professional personal presentation
• customer service orientation
• information management
• organizing and planning
• attention to detail
• initiative
• reliability
• stress tolerance