Office Assistant / Receptionist – needed for Accounting Office, Bronx, NY

Job Title: Office Assistant / Receptionist – Accounting Office Summary The Office Assistant / Receptionist supports the daily operations of an accounting firm by managing the front desk, assisting clients, and providing administrative and light clerical support to accountants and tax preparers. This role requires professionalism, discretion with sensitive financial information, and strong organizational skills—especially during peak tax season.

Key Responsibilities

Greet clients in a professional, welcoming manner and notify staff of their arrival

Answer and route calls, including scheduling appointments for accountants and tax preparers

Handle client check-in/check-out, collect documents, and ensure proper logging of all tax or financial paperwork

Maintain confidentiality of client records and comply with firm privacy and security policies

Assist with scanning, filing, and organizing tax returns, financial statements, and client documents

Prepare engagement letters, intake forms, and other standard accounting office documents

Enter client information into practice management systems or CRM software

Track and manage incoming/outgoing mail, including certified mail and secure document transfers

Support accountants during tax season (printing returns, assembling packets, verifying signatures, etc.)

Maintain office supply inventory—especially tax forms, toner, envelopes, and secure shredding supplies

Process payments, issue receipts, and assist with invoicing or client billing tasks

Coordinate office maintenance, service providers, and professional visitors (e.g., auditors, IT)

Maintain a clean and organized reception area and file room

Perform additional administrative duties as needed during busy periods

Requirements

1–3 years of administrative, receptionist, or bookkeeping experience (accounting/tax office experience is a plus)

Familiarity with accounting terminology and basic financial documents

Strong knowledge of Microsoft Office, especially Outlook, Word, and Excel

Experience with scanning software and basic office equipment

Ability to maintain strict confidentiality and handle sensitive financial information

Detail-oriented and highly organized

Professional communication and customer service skills

Ability to work in a fast-paced environment, especially during tax season (extended hours may be required)

Preferred Skills

Experience with accounting or tax software such as:

Drake, Lacerte, ProSeries, UltraTax, or similar

QuickBooks (Online or Desktop)

Experience with billing systems or payment processing

Professional accounting/tax office

Increased workload January–April

Occasional lifting of up to 20 lbs. (files, boxes of paper, office supplies)

The rate of pay is $21.50 per hour. Paid vacation and holidays, 401K plan available.

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