Office Administrative Assistant

3 days ago

Ottawa, Canada Charles Ghadban Accounting Full time

**1. Job Summary**

The Office Administrative Assistant provides comprehensive administrative and clerical support in a professional accounting office. The role supports daily operations, facilitates client communications, and assists accounting staff with essential documentation. Strong organizational skills, confidentiality, and familiarity with accounting workflows are key to success in this position.

**2. Key Responsibilities**
- Schedule appointments and maintain calendars for accountants and client meetings
- Maintain accurate and confidential client records (both digital and paper-based)
- Prepare and send engagement letters, invoices, and general client correspondence
- Perform basic data entry into accounting systems or client portals as needed
- Track submission of client tax and financial documents
- Support onboarding of new clients, including setup of files and information intake
- Order and manage office and accounting supplies
- Assist with preparation and mailing of tax returns, financial statements, and payroll packages
- Provide extended support hours during tax season and other peak periods

**3. Education and Experience Requirements**
- High school diploma or equivalent (required)
- Business Administration or Office Management diploma or certification (preferred)
- Minimum 2 years of administrative experience in an office environment, preferably in accounting or finance
- Familiarity with accounting software (e.g., QuickBooks, CaseWare, TaxPrep) considered an asset, but not mandatory
- Experience working in a tax preparation or bookkeeping firm is an advantage

**4. Skills and Abilities**
- Excellent communication and interpersonal skills
- Strong organizational and multitasking abilities
- High level of accuracy and attention to detail
- Discretion with confidential financial and personal information
- Proficiency in Microsoft Office (Word, Excel, Outlook); Adobe Acrobat a plus
- Ability to manage workload under time-sensitive conditions
- Knowledge of basic accounting terminology and processes

**5. Working Conditions**
- Office-based environment with standard business hours (Mon-Fri)
- Required to work additional hours during tax season (February-April)
- Extended screen time and occasional lifting of documents or supplies (up to 25 lbs)
- Interaction with clients, vendors, and team members regularly

**6. Supervision Received and Exercised**
- Reports directly to the Office Manager or Senior Accountant
- Works independently with moderate supervision
- May oversee or support seasonal administrative staff during peak periods

**7. Decision-Making Authority**
- Manages own schedule and prioritizes daily administrative tasks
- Exercises judgment in managing communications and client requests
- Escalates accounting or compliance-related decisions to senior staff
- Authorized to make office supply purchases within approved budget

**8. Performance Metrics**
- Accuracy of client document management and data entry
- Timeliness in scheduling and meeting preparation
- Responsiveness to client inquiries and internal requests
- Compliance with confidentiality and data protection protocols
- Contribution to smooth operations during high-volume periods (e.g., tax season)
- Client satisfaction and professionalism in communication
- Consistency in maintaining up-to-date and organized filing systems

Pay: $20.00-$24.00 per hour

Expected hours: 37.5 per week

**Benefits**:

- On-site parking
- Paid time off

Work Location: In person

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