MHP is growing and adding to their staff!

Job Summary

The core responsibilities of this position include: providing administrative assistance to the partners assigned by answering phone calls, managing calendars and events, drafting and proof-reading letters and documents, and other duties as assigned by partners/managers.

Organizational Relationship:

The Administrative Assistant reports directly to the partners they are assigned.  

Education and Experience Requirements:

Ideal candidate will have 3-5 years of administrative experience in a professional service environment.

Primary Job Duties & Responsibilities

Essential Functions:  To perform successfully in this position, an individual must be able to perform essential duties satisfactorily as well as possess education/experience, employ the knowledge, skills, and abilities as listed in representative fashion; reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Answers phone and assists clients for assigned Partners.
  • Manages calendar for assigned Partners.
  • Maintains meeting arrangements for assigned Partners (agenda development, preparation of meeting materials, room set up, meeting minutes etc.).
  • Maintains incoming and outgoing mail for assigned Partners.
  • Drafts, edits, proofreads correspondence for assigned Partners or staff.
  • Tracks and manages flow of files, materials and mailings related to client tax returns.
  • Other duties as assigned.

Nonessential Functions:   An employee in this position may perform some of these responsibilities on an infrequent basis.

  • Acting in a back-up capacity for the Receptionist or another Administrative Assistants.
  • May represent McGee, Hearne, & Paiz at community events.

Knowledge, Skills and Abilities:

  • Ability to anticipate the needs of clients and partners by using effective problem solving skills.
  • Advanced working knowledge and ability with personal computing applications – specifically Microsoft Office Suite (e.g., Word, Excel, Outlook, and PowerPoint), Adobe products (e.g., Reader, Professional), as well as database management systems.
  • Ability to read and interpret instructions in oral, written, or diagrammatical form (e.g., a flow chart of a process). Ability to read, interpret and consider possible applications of business literature and legal documents.
  • Excellent customer service skills; ability to communicate clearly with a variety of people, in one-to-one and small group settings – either face-to-face, by telephone, or by other electronic means – ability to communicate in an informative manner, effectively listen, and be able to handle escalating situations with concern and confidence.
  • Ability to support time-based requests; able to function effectively in a multi-tasking, fast-paced environment with deadlines, frequent interruptions, and some interpersonal pressure.
  • Ability to deal effectively and professionally with people; proven capabilities in establishing appropriate professional rapport, with courtesy and tact, to accurately determine other’s needs, collect necessary information, and follow-through when requested. 
  • Knowledge of basic office equipment including (but not limited to) personal computer and associated peripherals, fax machine, multi-line telephone, voice recorders, and other electronic devices.

Physical/Mental Demands:

The physical demands and work environment characteristics described herein are representative of those that must be met by an employee to successfully perform essential functions of this position and/or may be encountered while performing essential functions.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • The ability to deal with a high level of stressful situations with clients.
  • The ability to comply with highly inflexible deadlines is required to successfully perform the essential functions of this position; there will be multiple occurrences of sudden, urgent task completion required. 
  • While performing the essential duties of this position, an employee would frequently be required to move around the office space as well as within hallways, meeting rooms.  
  • There may be multiple/daily instances of prolonged personal computer use which would include keyboard and/or mouse usage as well as viewing a computer monitor.
  • An employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 35 pounds to perform essential position functions.
  • Specific vision abilities required by this position include close vision, distance vision, and ability to adjust focus. 
  • The overall work environment requires the mental ability to shift focal point quickly due to interruptions; an employee must be able to mentally track multiple projects and tasking as well.

Contact Amy Stinson, Director of Human Resources

To apply, please submit a cover letter and resume to the email address provided below.