The Administrative Assistant: Tax & Office is a member of the firm’s Admin Team and has dual responsibility—handling tax return assembly and general office/front desk tasks. The Administrative Assistant will receive assignments from a diverse group of members of the firm at all levels of the organization and must work independently and within the team on both regular routine tasks as well as special nonrecurring projects.
Responsibilities
- Open, sort, and distribute incoming mail, including handling audit confirmation returns—opening and tallying business reply mail and saving and filing confirmations.
- Organize clients’ tax documentation when provided to the firm, including scanning documents, and starting the tax preparation process for each client.
- Assemble and finalize both federal and state tax returns (1040, 1041, 1120, 1120S, 1065, 990), including drafting cover letters and creating final tax return documents (electronic and hard copy) for filing with taxing authorities, record retention purposes and to provide copies to the client.
- Answer incoming telephone calls, screen calls securing caller’s name and notifying party. If necessary, take messages and use voicemail as appropriate.
- Coordinate and monitor faxes, courier, and FedEx deliveries, including reporting on client charges.
- Serve as the initial point of welcome for all office visitors and firm employees, greeting everyone in a friendly and professional manner.
- Coordinate conference room schedule, including scheduling, set up and clean up.
- Responsible for kitchen duty, cleaning and restocking as necessary.
- Assist with regular firm mailings, including holiday card, master tax guides, tax organizers, and other firm announcements.
- Provide administrative support to Director of Marketing & Operations and all members of the Admin Team, as needed.
- Other administrative duties as assigned.
Qualifications
Candidates should have a high school diploma or equivalent and be proficient in Microsoft Office Suite and Adobe Acrobat. Prior administrative experience is a plus.
Candidates should have a keen attention to detail; experience leveraging technology; and excellent written and verbal communication skills. Candidates should possess excellent communication and interpersonal skills, as well as an innate ability to multi-task, a high attention to detail, and the ability to shift priorities as needed.
This position will require overtime including weekend hours during peak seasons (March to mid-April; September to October). At this time, this position may have the option of working from home up to one day a week once fully on-boarded and trained.