Administrative Assistant

Job Description

Job Description

We are looking for a highly organized Administrative Assistant to support a busy tax consulting office. This contract position with permanent potential is ideal for someone who thrives in a deadline-focused environment, communicates professionally, and handles sensitive information with care. The person in this role will provide essential administrative support to tax professionals and help ensure client documents, filings, and records are managed accurately and efficiently.

Responsibilities:
• Manage the preparation, scanning, assembly, and organization of client tax documents in both digital and paper formats.
• Distribute tax organizers and engagement materials, and follow up to obtain required authorization paperwork.
• Coordinate the processing and delivery of tax returns, extensions, and related forms while adhering to filing rules and internal procedures.
• Track filing deadlines and electronic submission statuses to help keep projects on schedule.
• Maintain client databases and records, ensuring information is updated accurately and consistently.
• Support account administration tasks such as new client setup, record updates, billing assistance, and account reconciliation.
• Handle outgoing and incoming mail, including courier and certified shipments, with attention to timeliness and accuracy.
• Provide day-to-day administrative support to tax staff and assist with additional office tasks as business needs require.

• High school diploma or equivalent required.

• At least 2 years of experience in an administrative support role.

• Experience in a public accounting or services environment is highly preferred.

• Familiarity with tax or practice management software such as Thomson Reuters products, SurePrep, UltraTax, or TR Practice is a plus.

• Strong written and verbal communication skills with a detail-focused approach to client interaction.

• Excellent organizational skills with the ability to manage multiple priorities and meet deadlines with minimal supervision.

• High level of accuracy, attention to detail, and discretion when working with confidential information.

• Proficiency with Microsoft Office Suite and the ability to learn new software quickly.