Administrative Assistant / Receptionist

Location: Henrietta, NY
Pay Rate: $18–$22/hour
Schedule: Full-time, Monday–Friday, 8:30 AM–5:00 PM
(Overtime required during peak tax season: ~2 weeks before March 15 and April 15)

About the Firm

Our client is a trusted and locally rooted accounting firm serving individuals and businesses across Rochester and beyond. With a collaborative team of 10 professionals, including three CPA partners, the firm takes pride in providing exceptional client service with integrity, accuracy, and a personal touch.

As we head into tax season, we’re seeking a dependable and detail-oriented Administrative Assistant/Receptionist to support their busy team. If you’re an organized multitasker who thrives in a fast-paced office, loves structure, and takes pride in getting things right the first time—this could be your perfect fit.

---

What You’ll Do

You’ll be the face and heartbeat of the Henrietta office; keeping operations running smoothly and ensuring both our clients and CPAs have what they need to succeed. Typical responsibilities include:

• Client Interaction:

  • Be the first point of contact, warmly greet visitors and manage a busy phone line.

  • Schedule and confirm client appointments during tax season.

• Document Management:

  • Scan, upload, and organize confidential client documents.

  • Use ShareFile to move files between clients, preparers, and the network.

  • Assemble and process tax returns and electronic filings.

  • Maintain physical and digital filing systems.

• Operational Support:

  • Prepare and mail/upload tax organizers to clients.

  • Maintain office supplies, and ensure the front desk, common areas, and break room remain organized and tidy.

  • Support preparers during the firm’s busiest times with accuracy and professionalism.

• Software Tools:

  • Learn and use office programs such as UltraTax, SurePrep, and Microsoft Office Suite.

  • Prior familiarity with UltraTax, Lacerte, or similar accounting software is a plus.

---

What You’ll Bring

• 1–2 years of experience in an office or accounting/tax environment

• Exceptional attention to detail and accuracy

• Excellent organization, communication, and follow-through skills

• Comfort with scanning, file management, and learning new software quickly

• A reputation for being reliable, punctual, and team-oriented

• Ability to handle confidential information discreetly

• A friendly, professional demeanor under pressure—phones ring often, and clients walk in regularly!

---

What Makes This Role Unique

This is not your typical front desk job; it’s the operational hub of a thriving CPA practice. You’ll work closely with experienced accountants and gain exposure to the inner workings of tax preparation and client service. During tax season, you’ll see the team come together like a well-oiled machine—collaborative, supportive, and laser-focused.

If you’re looking for stability, growth, and a welcoming team that values precision and professionalism, please send us your application and we will have our team contact you for an interview!