Front Office Administrator and Texas Notary Public

Job Description

Job Description

Front Office Administrator and Texas Notary PublicPosition Summary

Ramirez Accounting Service, LLC is seeking a professional, organized, and client-focused Front Office Administrator and Texas Notary Public to manage the firm’s front desk and support day-to-day administrative operations.

This individual will serve as the first point of contact for clients, visitors, vendors, and prospective clients. The position requires excellent communication skills, discretion, attention to detail, and the ability to manage confidential financial and personal information.

Because the firm frequently handles tax filings, payroll matters, financial documents, entity records, authorizations, and other documents requiring signatures or notarization, the ideal candidate will have prior Texas notary experience and strong document-handling skills.

Primary ResponsibilitiesFront Desk and Client Service

• Welcome clients and visitors in a professional, courteous, and confidential manner.

• Answer, screen, and route incoming telephone calls to the appropriate department or team member.

• Respond to general client questions and direct technical tax, accounting, payroll, legal, and financial questions to the appropriate professional.

• Manage client arrivals, appointments, document drop-offs, pickups, and signature requests.

• Maintain a clean, organized, and professional reception and client waiting area.

• Assist Spanish-speaking and English-speaking clients, when applicable.

• Provide clients with general information regarding the firm’s services, processes, office hours, and document-submission procedures.

• Notify team members promptly when clients, vendors, or scheduled visitors arrive.

Scheduling and Appointment Coordination

• Schedule and confirm client appointments for tax, bookkeeping, payroll, advisory, and administrative matters.

• Coordinate meetings between clients and the appropriate firm department.

• Maintain accurate appointment information, including the purpose of the meeting and any required documents.

• Send appointment reminders and follow up with clients regarding missing information.

• Assist with scheduling internal meetings, conference rooms, and virtual meetings.

• Help manage calendars during tax season and other high-volume periods.

Client Intake and Document Management

• Receive, date-stamp, scan, upload, label, and route client documents to the appropriate department.

• Assist clients with the administrative portion of completing intake forms, document checklists, and authorizations.

• Verify that forms are signed and administratively complete before submitting them to the appropriate team member.

• Coordinate electronic and physical signatures on tax forms, payroll documents, engagement letters, entity documents, and other firm records.

• Track documents that require client signatures, notarization, pickup, mailing, or follow-up.

• Maintain secure handling of Social Security numbers, tax records, payroll information, identification documents, banking information, and other confidential data.

• Follow the firm’s document-retention, privacy, and cybersecurity procedures.

• Properly distribute incoming mail, certified mail, IRS correspondence, Texas Comptroller correspondence, and other government notices.

Texas Notary Public Responsibilities

• Perform lawful notarial acts for firm clients and authorized business purposes in accordance with Texas law.

• Verify the identity of signers using acceptable identification.

• Confirm that signers are appearing voluntarily and understand that the notary is not providing legal advice.

• Complete notarial certificates accurately and maintain all required notary records.

• Maintain control and security of the notary seal, journal, commission, and related supplies.

• Track the expiration date of the notary commission and complete renewals timely.

• Collect and document notary fees when applicable and authorized by the firm.

• Decline notarization when identification, signer presence, document completeness, willingness, or other legal requirements are not satisfied.

• Refrain from selecting legal documents, preparing legal instruments, interpreting legal language, or advising clients regarding the legal effect of a document.

Administrative Support

• Prepare routine correspondence, appointment confirmations, document-request notices, mailing labels, cover sheets, and client communications.

• Assist with copying, scanning, filing, mailing, certified-mail tracking, and electronic document organization.

• Maintain client contact information and update administrative records in the firm’s practice-management system.

• Assist with client onboarding and administrative setup for new tax, bookkeeping, payroll, and advisory engagements.

• Support the collection of engagement letters, identification documents, voided checks, prior-year records, payroll forms, and other onboarding information.

• Coordinate document deliveries, courier services, overnight mail, and client pickups.

• Order and maintain office, kitchen, postage, and front-desk supplies.

• Assist with office events, client appreciation efforts, meetings, and seasonal activities.

• Maintain logs for visitors, incoming checks, client documents, notices, and other assigned items.

• Provide administrative support to firm leadership and department managers as needed.

Billing and Payment Support

• Accept client payments in accordance with the firm’s approved procedures.

• Provide payment links, receipts, and general invoice information without modifying fees or providing unauthorized discounts.

• Route billing questions, disputes, refund requests, and collection matters to the appropriate team member.

• Maintain accurate records of checks and other payments received at the front desk.

• Follow internal controls for safeguarding checks, credit card information, and client banking information.

• Assist with obtaining signed engagement letters and required deposits before work begins.

Tax-Season Support

• Assist with managing increased telephone calls, appointments, document drop-offs, signatures, and client pickups during tax season.

• Organize incoming tax documents and ensure they are routed to the correct tax professional.

• Monitor outstanding administrative items, including missing signatures, identity documents, engagement letters, and payment requirements.

• Contact clients regarding return pickup, electronic signature requests, payment instructions, and other administrative matters.

• Avoid answering technical tax questions unless specifically authorized and trained to do so.

• Escalate IRS notices, filing deadlines, payment deadlines, and urgent client matters promptly.

Scope and Professional Boundaries

The Front Office Administrator and Texas Notary Public is an administrative position and does not independently provide tax, accounting, legal, investment, or financial advice.

The employee may not:

• Provide legal advice or represent the firm as a law firm.

• Select or prepare legal documents for clients.

• Interpret trusts, wills, contracts, powers of attorney, entity agreements, or other legal instruments.

• Advise clients regarding tax positions, deductions, filing requirements, entity selection, payroll classification, or accounting treatment unless specifically authorized and supervised.

• Sign tax returns, reports, attest documents, or professional correspondence on behalf of a CPA or other credentialed professional.

• Represent themselves as a CPA, attorney, enrolled agent, or other licensed professional unless they separately hold that credential.

All technical questions must be referred to the appropriate CPA, enrolled agent, payroll specialist, bookkeeping professional, manager, or outside attorney.

Required Qualifications

• High school diploma or equivalent.

• Active Texas Notary Public commission, or the ability to obtain one promptly after hire.

• Prior professional office front-desk experience (administrative, legal-office, accounting-office, banking, or professional-services experience).

• Strong customer-service and interpersonal skills.

• Excellent verbal and written communication skills.

• Strong organizational skills and attention to detail.

• Ability to manage multiple priorities in a fast-paced environment.

• Ability to handle confidential financial and personal information with discretion.

• Proficiency with Microsoft Outlook, Word, Excel, electronic calendars, scanning, email, and PDF documents.

• Professional appearance, demeanor, and telephone etiquette.

• Dependable attendance and punctuality.

Preferred Qualifications

• Prior experience as a paralegal, legal assistant, notary, receptionist, or administrative coordinator.

• Experience working in a CPA firm, accounting firm, law office, financial-services firm, bank, or other professional office.

• Familiarity with tax documents, payroll forms, business records, government correspondence, and client identification requirements.

• Experience with Canopy, QuickBooks Online, UltraTax CS, Microsoft 365, Adobe Acrobat, or similar systems.

• Bilingual proficiency in English and Spanish.

• Experience handling sensitive documents and high-volume client traffic.

Core Competencies

• Professionalism

• Confidentiality

• Client service

• Accuracy and attention to detail

• Organization and follow-through

• Sound judgment

• Clear communication

• Time management

• Reliability

• Team collaboration

• Ability to remain calm under pressure

• Respect for professional and legal boundaries

Performance Expectations

The successful candidate will be expected to:

• Provide a consistently professional and welcoming client experience.

• Answer and route communications accurately and promptly.

• Maintain complete and organized document and notary records.

• Protect confidential client information.

• Follow established administrative and internal-control procedures.

• Escalate urgent, technical, legal, or sensitive matters appropriately.

• Reduce delays involving appointments, document intake, signatures, notarizations, and client follow-up.

• Support efficient coordination among the tax, bookkeeping, payroll, advisory, and administrative departments.

Work Environment

This is an in-office, client-facing position that may require extended periods of sitting, frequent telephone and computer use, document scanning, filing, and occasional lifting of office files or supply boxes.

Additional hours may be required during tax season, payroll deadlines, filing deadlines, and other high-volume periods.

Reporting Structure

The Front Office Administrator and Texas Notary Public will report to the designated Administrative Manager and firm leadership and will work closely with the tax, bookkeeping, payroll, advisory, and administrative teams.

Equal Employment Opportunity

Ramirez Accounting Service, LLC provides equal employment opportunities to qualified applicants and employees.