Tax & Financial Services Administrative Assistant

Job Description

Job Description

Job Title: Administrative Assistant – Tax Office

Location: [Rancho Bernardo, Ca, Hybrid]
Job Type: [Full-Time Seasonal]
Salary/Wage: [e.g., $18.00 – $24.00 per hour / Dependent on Experience]

Job Summary

We are seeking an organized, detail-oriented, and client-focused  Tax & Financial Service Administrative Assistant to join our tax practice. As the first point of contact for our clients, you will play a critical role in keeping our office running smoothly, managing data intake, and supporting our tax preparation team.

The ideal candidate possesses exceptional organizational skills, maintains high confidentiality, and thrives in a fast-paced environment—particularly during the peak tax filing season (January through April).

Key Responsibilities

• Client Concierge & Intake: Greet clients warmly, answer multi-line phone systems, schedule appointments, and coordinate client drop-offs and pick-ups.
• Document Management: Collect, scan, log, and organize sensitive client financial documents (W-2s, 1099s, receipts) into our digital tax software pipeline.
• Assembly & Delivery: Assemble completed tax returns neatly for client signature, walk clients through standard authorization forms (such as Form 8879), and ensure secure e-filing authorization delivery.
• Workflow Tracking: Monitor the status of tax returns within the office workflow and proactively follow up with clients regarding missing signatures or documents.
• Office Operations: Process client payments (cash, checks, credit cards), maintain office inventory and supplies, handle incoming/outgoing mail, and maintain a tidy reception area.
• Data Compliance: Handle private financial identifiers and personal documents with strict adherence to IRS privacy laws and firm security protocols.

Qualifications & Skills

• Experience: 3 years+ of administrative, receptionist, or office support experience.  Prior experience in a tax office, CPA firm, bookkeeping company, or legal setting is highly preferred.
• Technical Proficiency: Strong literacy in Microsoft Office (Word, Excel, Outlook). Quick to learn specialized tax workflow databases and cloud storage platforms (e.g., DocuSign, SmartVault).
• Communication Skills: Professional verbal and written communication skills. Comfortable speaking clearly with clients regarding scheduling, pricing, and deadlines.
• Attention to Detail: High accuracy in entering data, tracking schedules, and matching files.
• Adaptability: Ability to stay calm, organized, and focused under pressure during the busy tax filing window.

Benefits & Perks

• [Competitive hourly pay with overtime opportunities during busy season]
• [Paid training and onboarding]

About the Opportunity
We are seeking a friendly, professional, dependable, and highly organized individual to join our growing tax preparation and financial planning businesses.
This is a unique opportunity for someone who enjoys working with people, takes pride in delivering exceptional client service, and is interested in developing valuable skills in tax preparation and financial services.

Company Description

About the Opportunity\r\nWe are seeking a friendly, professional, dependable, and highly organized individual to join our growing tax preparation and financial planning businesses.\r\nThis is a unique opportunity for someone who enjoys working with people, takes pride in delivering exceptional client service, and is interested in developing valuable skills in tax preparation and financial services.