Administrative & Tech-Workflow Specialist - remote/in office

Job Description

Job Description

We are a specialized Tax Consulting firm focused on high-level strategy rather than tax compliance. Because we are a consulting-first practice, we offer a more consistent year-round schedule with limited overtime and work-life balance compared to traditional tax-prep firms. We are looking for a Administrative Specialist who works as “workflow architect” that is a tech-forward professional to manage our digital ecosystem and provide direct technical support to our Senior Principal, moving away from traditional paper-based processes.

 

Key Requirements

 

· 5+ years Professional Experience: Must have a background in professional services (CPA or Legal).

· Software Mastery: Advanced proficiency in Microsoft 365 (specifically Excel and Teams) and PDF manipulation (Adobe Acrobat or Bluebeam).

· “Reverse Mentor” Capabilities: Experience assisting senior executive with modern hardware, specifically mastering iPad and Laptop cross-platform applications.

· ProSystem fx/CCH Ecosystem: Proficiency in the CCH suite for document management and consulting workflows.

· Consulting Mindset: Ability to manage long-term consulting projects rather than tax returns.

· Workflow Management: Experience with practice management software (e.g., Practice CS, Workflow, CCH Axcess).

· Digital Security: Understanding of secure document handling, encrypted portals, and SOC-2 compliance basics.

· Accounting Literacy: Basic knowledge of QuickBooks or Xero to assist with data exports and client reporting.

· Communication: Exception written and verbal skills; ability to explain technical portal instructions to non-technical clients.

· Workflow Logic: Experience managing statuses in practice management software to ensure no deadline is missed.

· Technical Literacy: Advanced PDF optimization, secure portal management, and Microsoft 365 expertise.

· Strict Confidentiality: Maintain absolute discretion regarding high-net-worth client data and sensitive consulting strategies.

· Cyber Hygiene: Manage secure file transfers via encrypted portals (e.g. CCH Axcess Portal) and avoid unencrypted email attachments.

· Compliance Knowledge: Familiarity with IRS Publication 4557 (Safeguarding Taxpayer Data) and best practices for protecting Personally Identifiable Information (PII) in a hybrid environment.

· Client Onboarding: Manage digital engagement letters and secure portal setup for new clients.

· Maintain the firm’s digital filing system with meticulous attention to detail.

 

Core Responsibilities

 

· Principal Support: Act as the “Tech Liaison” for the Senior Principal; ensuring seamless synchronization between iPad, Laptop, and firm servers.

· Digital Workflow Design: Optimize our ProSystem/CCH applications to ensure consulting deliverables move through the firm efficiently.

· Coordination: Manage firm operations using cloud-based tools to maintain a high level of organization.

· Application Management: Troubleshoot and manage software updates and mobile app integrations for the Principal’s hardware suite.

· Coordinate with Technical Advisory Service Firm.