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.