Administrative Specialist

at  RubinBrown LLP

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.
https://www.rubinbrown.com/

ADMINISTRATIVE SPECIALIST PREFERRED EXPERIENCE/BACKGROUND/SKILLS

• Associate’s or Bachelor’s Degree preferred or equivalent work experience
• Ability to multitask in a busy office environment
• Ability to work independently and in a team environment to solve problems with general guidance
• High attention to detail, initiative and follow through
• Strong organizational skills, ability to determine priority of requests on time
• Excellent written and oral communication skills
• Strong interpersonal skills: ability to interact effectively with all levels internally and externally
• Proficient with Windows, Microsoft Word, Excel, Outlook, PowerPoint and Adobe.
• 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
• Able to work independently with minimal supervision, as well as a team member
• Ability to work more than normal work hours, when necessary, (approximately 55 hours a week during peak times)
• Flexibility with overtime to meet deadlines

ADMINISTRATIVE SPECIALIST DESIRED SKILLS

• Teamwork/Relationship Building-Ability to work cooperatively with others in the accomplishment of joint tasks and common objectives. Involves understanding team dynamics, fostering collaboration, providing a tangible contribution and listening and responding to the input of others in a manner that creates an environment of mutual trust and respect.
• Achievement Orientation-Consistently meets/exceeds the goals and objectives set by self and others. Explores ways to improve service and work in an efficient and cost-effective manner.
• Client Service Orientation-Dedication to meeting the expectations and requirements of internal and external clients. Establishes and maintains effective relationships with customers and gains their trust and respect.
• Communication-Expressing one’s needs, wants, opinions and preferences without offending the sensitivities of others. Listening with objectivity and clarifying messages; giving and receiving feedback effectively.
• Problem Solving/Analytical Thinking-Ability to identify and define problems and create solutions. Looks beyond the obvious and doesn’t stop at the first answer. Ability to see the “big picture” and understand how the various parts of an organization fit together.
• Accountability-An obligation or willingness to accept responsibility or to account for one’s actions.

EDUCATION

Preferred

• Associates or better in Business Administration or related field
• Bachelors or better in Business Administration or related field

• Primarily provides administrative support for the Management group as requested which may include maintaining executive calendar, drafting correspondence, coordinating travel, coordination of meetings, and other essential tasks.
• Assist with conference room, seminar, special event, and team member event set-up
• Assist Partner with monthly billing processing
• Prepare expense reports using Concur Solutions
• Proofread and scan or copy various documents for team members
• Provide back-up support to other Administrative Assistants, receptionist and assist other team members with projects when necessary
• Produce documents in Microsoft Word, Excel, and PowerPoint using designed templates
• Process, assemble, and bind client reports and proposals
• Monitor and stock supply cabinets and pantry at all locations throughout office
• Ensure printers and fax machines are appropriately stocked throughout the day
• Assist with maintaining workstations
• Back-up to mail collection and process incoming and outgoing mail
• Back-up for processing incoming and outgoing courier deliveries
• Back-up for processing incoming and outgoing overnight or special delivery (e.g. FedEx)