{"id":1755018,"url":"https://alion.io/job/rubinbrown-administrative-specialist","title":"Administrative Specialist","company":{"id":2218045,"name":"RubinBrown","domain":"rubinbrown.com","url":"https://alion.io/company/rubinbrown","size_band":"1001-5000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"UltiPro","truth_index":{"grade":"A","score":95,"open_postings":3,"ghost_share":0,"stale_share":0,"repost_share":0,"time_to_fill_p50_days":67,"computed_at":"2026-10-26T05:57:25Z"}},"role":"Administrative","role_family":"Administrative","seniority":"junior","employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Chicago, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":38000,"max_usd":66000,"period":"year","method":"role_seniority_country_remote_cell","sample_n":4386},"experience_years_min":2,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[],"status":"live","first_seen_at":"2026-10-01T15:11:56Z","employer_posted_date":"2026-10-22","last_verified_at":"2026-10-26T06:41:28Z","board_verified":true,"closed_at":null,"days_open":24,"trust":{"level":"ok","repost_count":1,"flags":[],"days_open":24},"description":"RubinBrown LLP is one of the nation’s leading accounting and professional consulting firms with a commitment to building personal relationships and delivering totally satisfied clients. The RubinBrown name and reputation are synonymous with experience, integrity, and value. We have revenue of approximately $265 million with 1,000+ team members across locations in Chicago, Denver, Detroit, Kansas City, Las Vegas, Mumbai (India), Nashville, and St. Louis.\nWe are seeking an Administrative Specialist to support Partners and team members across multiple offices. This role is ideal for a detail-oriented, organized professional who communicates proactively, manages competing priorities effectively, and enjoys serving as a flexible resource in a fast-paced, collaborative environment.\nMajor Responsibilities\nManage the engagement letter process, including preparing, editing, sending, tracking, and finalizing letters through DocuSign.\nProvide administrative support, including billing assistance, database updates, scanning, filing, and document processing.\nCreate and edit documents in Microsoft Word, Excel, and PowerPoint using established templates.\nSend and receive documents through DocuSign and SafeSend and prepare department-specific communications, representation letters, confirmations, and other materials.\nProvide front desk, phone, and general office coverage as needed.\nProvide backup administrative support, workload coverage, and assistance with special projects.\nCommunicate proactively with internal clients and key stakeholders to understand needs, clarify priorities, provide updates, and ensure timely support.\nCollaborate across multiple offices while managing changing priorities and business needs.\nPreferred Experience / Background / Skills\nAssociate’s or Bachelor’s degree.\n2+ years of related administrative or professional support experience required.\nStrong proficiency in Microsoft Word, Excel, and PowerPoint required.\nExcellent organizational, problem-solving, and communication skills.\nStrong attention to detail, initiative, and follow-through.\nAbility to support multiple people, manage competing priorities, and meet deadlines.\nSelf-motivated, professional, and resourceful, with the ability to work independently and as part of a team.\nStrong interpersonal skills and ability to work effectively with individuals at all levels.\nWork Environment\nStandard business hours with extended hours as needed during peak periods, which may require approximately 55 hours per week.\nMinimal travel.\nOffice-based computer work and movement throughout the workplace.\nOccasional lifting, carrying, pushing, or pulling of materials weighing up to 30-50 pounds, with or without reasonable accommodation.\nThis position supports Partners and team members across multiple offices and may require adjusting priorities based on firm-wide business needs.\nOne Firm\nTo foster a highly respected, inclusive culture that helps foster and promote an environment that is diverse and equitable for all team members and the firm to achieve growth and deepened expertise. RubinBrown is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law. Accommodations are available on request for candidates taking part in all aspects of the selection process. To request accommodation, please contact your recruiter.\nEEO Employer W/M/Vet/Disabled\nRubinBrown is an independent member of Baker Tilly International, the 9th largest accounting and business advisory network in the world. For more information, visit www.rubinbrown.com.\nColorado, Nevada, and Illinois Salary Statement\nThe salary range displayed is specifically for those potential applicants who will work or reside in the states of Colorado, Nevada or Illinois, if selected for the role. Any offered salary is determined based on internal equity, internal salary ranges, market data/ranges, applicant skills and prior relevant experience, degrees and certifications, if applicable (e.g. JD, MBA, CPA, CFE, CISA, CFP).\nAdministrative Specialist\nBenefits Summary","description_format":"text","description_chars":4272,"description_truncated":false,"requirements":{"experience_years_min":2,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"bachelor","optional":false},"security_clearance":false,"languages":[]},"benefits":["Equity"],"hiring_locations":[{"name":"United States","iso":"US","kind":"country"},{"name":"Illinois","iso":null,"kind":"city"},{"name":"Nevada","iso":null,"kind":"city"},{"name":"Colorado","iso":null,"kind":"city"}],"hiring_excludes":[],"relocation_offered":false,"industries":["Management Consulting","Accounting & Bookkeeping Services","Tax Advisory & Preparation"],"lifecycle":[{"event":"open","at":"2026-10-03T10:30:06Z"},{"event":"close","at":"2026-10-13T17:03:36Z"},{"event":"reopen","at":"2026-10-22T21:05:35Z"}],"visa":[{"country":"US","licensed_sponsor":true,"evidence":"H-1B filings in 12 months: 2","filings_12m":2,"filings_prev_12m":0,"green_card_filings_12m":0,"median_offered_wage_usd":82500,"route":null,"cap_exempt":false,"checked_at":"2026-10-15T11:24:14+00:00","sources":["US Department of Labor: LCA disclosure data (H-1B, H-1B1, E-3)"],"filings_for_role_12m":0}],"liveness":{"score":75,"band":"hot","label":"Hiring now","p_open":1,"p_active":0.83,"p_room":0.9,"age_days":24,"expected_fill_days":67,"reasons":["conf:3","win:mid","comp:junior"],"computed_at":"2026-10-26T05:57:25Z"},"pay":null,"html_url":"https://alion.io/job/rubinbrown-administrative-specialist","json_url":"https://alion.io/job/rubinbrown-administrative-specialist.json","meta":{"generated_at":"2026-10-26T07:51:57Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":10377,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-10-27T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":2218045},"rest":"https://alion.io/mcp/rest/get_company?id=2218045"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Frubinbrown-administrative-specialist"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Frubinbrown-administrative-specialist"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Frubinbrown-administrative-specialist"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/rubinbrown-administrative-specialist\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Frubinbrown-administrative-specialist"}]}