Seasonal Administrative Support Staff - Tax Season

Job Description

Job Description

J.H. Williams & Co., CPA, an established public accounting firm based in Kingston, PA, is seeking a dependable, detail-oriented, and personable Seasonal Administrative Support Staff member for the upcoming tax season. This role serves as the central front-office representative for our practice, ensuring seamless daily operations and delivering outstanding client service during our busiest period of the year.

The employment period runs specifically from January 15th through April 15th .

Client Reception & Front Office Excellence

• Warmly greet and welcome clients, visitors, and partners entering the firm's Kingston office.
• Maintain a clean, professional, and organized reception area and conference space.
• Direct arriving clients to appropriate consultation rooms and notify attending accountants promptly.

Telephone Management & Appointment Scheduling

• Answer high-volume incoming phone calls promptly and with a clear, professional voice.
• Efficiently transfer and route calls to specific staff members or direct extension lines.
• Schedule client tax consultation appointments and document drop-off times using firm computer calendar logs.
• Provide timely telephone reminders and follow-up communications to clients regarding scheduled appointments.

Tax Return Log-Out & Client Support

• Log out tax returns and track document status accurately within the internal management system.
• Assist clients in person with understanding required signature fields on tax returns, e-file authorization forms, and engagement agreements.
• Coordinate secure client hand-offs of completed tax documentation and retrieve physical sign-off records.

Mail Processing & Document Management

• Receive, sort, log, and distribute daily mail, courier deliveries, and client document drop-offs.
• Prepare outgoing client mailings, certified tax packages, and tax authority correspondence.
• Organize, scan, and file physical and electronic tax records following firm confidentiality guidelines.

Required Qualifications & Core Competencies

Professional Interpersonal Skills

• Outstanding interpersonal communication skills, with a proven ability to interact professionally and empathetically with diverse client personalities and varying stress levels during tax season deadlines.
• Strong commitment to client privacy, data security, and total confidentiality regarding personal tax and financial information.
• Polished professional presentation and dependable work ethic.

Computer Proficiency & Technical Skills

• Basic to intermediate proficiency in operating standard business computer software, including Microsoft Office (Word, Excel, Outlook) and scheduling software.
• Ability to quickly learn and navigate firm-specific database systems and digital tax logging procedures.

Work Experience

• Previous front desk, administrative assistance, customer service, or office reception experience is preferred.
• Experience in a professional services office environment (accounting, finance, legal, or real estate) is an advantage.