Administrative Specialist

RubinBrown LLPSaint Louis, MO, US

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Administrative Specialist

Founded in 1952, RubinBrown LLP is one of the nation's 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.

Major Responsibilities

Manage the engagement letter process
Assist partners with timely production of engagement letters, working with EAs to provide lists and start process
Create, edit and send engagement letters via paper, Docusign or other various electronic methods
Track and re-send engagement letters, as necessary
Receive engagement letters and finalize in system
Billing support, as needed (eg mailing final invoices, etc)
Database corrections and updates
Serve as back-up to provide general office assistance for Executive Assistant absences, overflow tasks and tax department specific duties
Scan and file various documents for team members
Produce documents in Microsoft Word, Excel, and PowerPoint using designed templates
Send / receive documents via Docusign and Safesend
Send department specific communications and documents (eg rep letters, confirmations, etc)
Front desk and switchboard coverage, as needed
Special projects, as assigned

Preferred Experience / Background / Skills

Associate's or Bachelor's Degree preferred

Two or more years of work experience in a related position

High attention to detail, initiative and follow through

Strong planning, scheduling and problem solving skills

Excellent written and oral communication skills

Strong interpersonal skills; ability to interact effectively with all levels internally and externally

Strong PC skills, including Microsoft Word, Excel and PowerPoint

Ability to handle routine tasks with minimal supervision

Ability to support multiple people and manage multiple priorities in a fast-paced environment

Ability to work effectively in deadline situations

Highly motivated, professional, energetic and resourceful

Ability to work in excess of normal work hours, when necessary, (approximately 55 hours a week during peak times)

Working Conditions

The typical office hours are 8 : 00 a.m. to 5 : 00 p.m.

Travel for this position will be minimal

Ability to sit for long periods of time

Ability to move throughout office

Ability to lift, carry, push, pull up to 30-50 pounds

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

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Administrative Specialist • Saint Louis, MO, US