Administrative Assistant II

Location: Newark, NJ

About the Role

Assist in the application process for initial CPA licensure, CPA firm registrations, Court Reporting initial applications, CPE sponsor applications for accountancy and court reporting Boards, non-registered sponsor course applications, and CPE credit for teaching. Handle reinstatements for all licensure types for the aforementioned Boards.

Manage the complaint process, including entering data into MLO, tracking until closure, sending acknowledgment and response-request letters, compiling information for Board meetings, drafting Board response letters, and closing out matters in MLO.

Attend and take notes at Board and sub-committee meetings, prepare agendas and minutes, and draft follow-up correspondence via email or postal mail.

Perform data entry for official name and address changes for all licensure types. Assist in proctoring the RMA exam as needed, review and track CPE requests for non-registered sponsors, and prepare materials for Board/Committee review.

Support the triennial CPE random audit and assist the call center with applicant inquiries via phone and email through escalated reports.

Responsibilities

• Review statements of experience, criminal history documents, and CPE-related information for reinstatement applications and renewals.
• Process applications for licensure, firm registrations, and CPE sponsor applications.
• Track and manage complaints in MLO until administrative closure or Board order.
• Prepare and send correspondence related to complaints, including acknowledgment letters and requests for CPA responses.
• Compile and present information to the Board at scheduled meetings, draft response letters, and close out matters in MLO.
• Attend Board and sub-committee meetings, take notes, prepare agendas, minutes, and follow-up correspondence.
• Perform data entry for official name and address changes across all licensure types.
• Assist in proctoring the RMA exam as required.
• Review and track CPE requests for non-registered sponsors, prepare for Board/Committee review, and draft follow-up correspondence.
• Support the triennial CPE random audit.
• Assist the call center with applicant questions via phone and email through escalated reports.

Requirements

• Proficiency in Microsoft Office, including Outlook and Excel.
• Excellent customer service and general administrative skills, such as data entry, clear email and phone communication, and in-person interactions.

Skills

• High-level administrative and communication skills.
• Strong computer skills with an emphasis on electronic databases.
• Detail-oriented with a focus on accuracy.
• Understanding of privacy and confidentiality guidelines.
• Customer service skills, both face-to-face and electronic.
• Experience with written correspondence.
• Proficiency in Microsoft Office Outlook (including Calendar), Microsoft Teams, and other Office applications.
• Ability to follow streamlined processes with set timeframes.
• Strong multi-tasking and time management skills.
• Ability to work independently and take guidance from colleagues, team leads, and supervisors.

Schedule

7 hours within core work hours of 7:00 AM - 5:00 PM, with an unpaid 30-minute to 1-hour lunch period.

Dress code: Business Casual. This is an in-office position with parking available.