Job Title: Administrative Specialist
Status: Full-Time
Compensation: Competitive hourly
Position Summary
The Administrative Specialist provides essential administrative, document, tax coordination, light bookkeeping, and operations support to a small fiduciary firm serving seniors, disabled persons, and their families. This position supports the smooth functioning of the office by maintaining accurate records, coordinating documentation for the preparation of trust and individual tax returns, leading the client onboarding process, and performing light bookkeeping. The role requires discretion, attention to detail, and the ability to work both independently and as part of a small, collaborative team.
Overview
Bautista, Bautista & Associates (BBA) is a small, dynamic, financial services and personal care management firm located in Berkeley, Ca providing peace of mind to seniors and disabled persons and their families. Our office culture is relaxed yet fast-paced on most days, friendly, and flexible. Our team is mature among its members, and we wish to keep it that way. We offer a competitive hourly rate, employer-paid health insurance, vacation and sick leave, plus retirement benefits.
Essential Duties and Responsibilities
Administrative Operations 15%
● Sort, open, and distribute incoming mail
● Prepare and send outgoing USPS and FedEx correspondence
● Answer phones and route calls appropriately
● Maintain electronic and physical filing systems
● Maintain the client database and administrative records
● Record, distribute, and archive weekly staff meeting minutes
● Manage administrative systems that support communication and efficiency
● Conduct annual records archival and shredding, and maintain the firm’s offsite storage unit
Client File Management & Onboarding 45%
● Onboard new clients, including processing documents retrieved from client’s residence; setting up client digital and paper files; creating client database record; adding client to internal tracking systems and updating them regularly; providing an initial summary of the onboarding effort and regular updates to staff; coordinating USPS mail forwarding; carrying out miscellaneous related tasks on a client basis
● Set up and maintain digital and paper files
● Communicate with proactive clients to obtain complete documentation for internal files
● Prepare and mail monthly payments
Bookkeeping & Financial Tracking 15%
● Track and obtain monthly financial statements for client files
● Provide statements to offsite bookkeeper for account reconciliation
● Reconcile approximately 30 monthly client credit card statements in Quicken and Preparation of the annual or biannual accounting
Tax Season Coordination (Feb-October) 15%
● Coordinate documentation for approximately over 120 tax returns
● Interface with CPAs and occasionally with clients during tax season
● Generate annual income and expense reports from Quicken for distribution to tax preparer
● Process finalized returns and route documentation to appropriate staff and tax preparer
Special Projects 5%
● Conduct projects related to office maintenance and long-term growth as assigned
● Conduct special projects for clients as needed
Required Skills and Qualifications
● Strong working knowledge of Windows OS, Microsoft Office, and Quicken
● High attention to detail and accuracy in document handling
● Ability to maintain confidentiality and handle sensitive information with discretion
● Strong communication skills and a warm, professional demeanor
● Comfort working with elderly and disabled people
● Self-directed with the ability to work independently and manage multiple responsibilities with a strong desire and aptitude
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