Support Specialist

Job Description

Job Description

Our work goes far beyond basic calculations; we are dedicated to fostering relationships, mitigating client stress, and providing expert solutions to intricate issues. We are currently seeking an exceptionally organized, astute, and proactive Support Specialist to serve as the cornerstone of our Newport News office. In this role, you will ensure operational excellence during the demanding year-round tax season and prepare to transition into an Office Manager Assistant position.

Why This Role Stands Out: The Opportunity

Move beyond typical data entry. This is a multifaceted, dual-impact position that balances Core Office Administration with Client Management (Onboarding & Prescreening) .

• Expand Your Skillset: Work directly alongside elite tax experts, gaining hands-on experience with payroll, bookkeeping, and sophisticated multi-platform tax systems.
• Defined Career Path: Begin as an indispensable partner to the owner during peak deadlines, with a clear trajectory to becoming an Office Manager Assistant with increased operational responsibility.

Primary Responsibilities

Tax Support & Client Relations

• Client Gatekeeper: Act as our high-energy first point of contact, you will navigate intense or sensitive client interactions with professional poise, empathy, and clear communication.
• Onboarding & Prescreening: Facilitate the tax preparation process by helping clients organize, verify, and finalize all required documentation.
• Document Architecture: Maintain a secure digital and physical ecosystem by scanning, uploading, and managing sensitive files while upholding strict record-handling standards.

Key Responsibilities

Client Management & Tax Support

• The Gatekeeper: Serve as the primary, high-energy point of contact for clients. Comfortably manage high-stakes or anxious client conversations with empathy, poise, and clear boundaries.
• Tax Prescreening: Support clients in preparing for their tax appointments, ensuring all necessary documentation is gathered, accurate, and ready for review.
• Document Architecture: Securely manage, scan, and upload sensitive paper and e-documents to appropriate file servers and repositories. Maintain strict procedures for record retention and disposal.

Office Administration & Operations

• Daily Flow: Answer phones, direct emails, schedule appointments, open mail, and manage local/remote team calendars with an energetic work ethic.
• Executive Support: Directly support the business owner with daily operational tasks, bank deposits, postal deliveries, and schedule optimization.
• Quality Control: Maintain office efficiency by constantly hunting for solutions to streamline processes. Ensure office equipment is functional and supplies are stocked.

What You Bring to the Table (Qualifications)

The Non-Negotiables:

• Extreme Attention to Detail: You don't just spot typos; you actively "self-check" your work before anyone else sees it. Quality and accuracy are your signatures.
• Personal Tax Integrity: It is essential that you are fully compliant and up-to-date with all your own federal, state, and local tax filings.
• Professional Communication: You possess elite written and verbal skills, allowing you to draft flawless emails and manage sensitive client interactions with calm and expertise.
• Ownership & Innovation: You bring a quick wit and a proactive attitude, treating every operational hurdle as a chance to refine and improve our internal systems.
• Technical Aptitude: You are a "power user" of Google Workspace and Microsoft Office, with the ability to master new software platforms quickly.
• Local Logistics: A valid driver’s license, active auto insurance, and a currently registered/inspected vehicle are required for occasional professional errands.

The "Awesome to Have" Bonuses:

• An active tax credential (EA, AFSP, or similar tax background/familiarity).
• 2+ years of experience in a tax office setting.
• Strong bookkeeping and payroll background - specifically QuickBooks Online and QuickBooks Workforce (formerly QBO Payroll ).

Work Schedule & Culture

• Hours: 25 to 40 hours per week, scaling up to meet critical tax deadlines (including the October rush).
• Environment: A collaborative, inclusive, and highly productive in-office environment where self-motivation is noticed, rewarded, and groomed for advancement.
• Background Check: Must be willing to undergo a standard background check.

How to Apply

If you are a fast, accurate learner who thrives in a fast-paced environment and wants a role where your organization directly impacts the bottom line, we want to hear from you.

Judy Gilmer Tax Services is an equal opportunity employer. We provide employment opportunities to all individuals regardless of race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, protected veteran status, disability status, or any other status protected by law.

Judy Gilmer Tax Services is a small, woman-owned business with over 25 years of experience. We focus on serving individuals and small businesses, with a special expertise for military taxpayers. We offer opportunities for personal and professional growth and encourage proactive tax-education development. Our team is ready to teach you as much as you’re willing to learn.

Company Description

Judy Gilmer Tax Services is a small, woman-owned business with over 25 years of experience. We focus on serving individuals and small businesses, with a special expertise for military taxpayers. We offer opportunities for personal and professional growth and encourage proactive tax-education development. Our team is ready to teach you as much as you’re willing to learn.