Operations Admin Systems Specialist

Job Description

Job Description

Operations Admin Systems Specialist

If you're the person who naturally becomes the technology expert, enjoys making systems more efficient, and loves finding better ways to organize information and improve processes, this opportunity could be your perfect fit.

Help shape how a forward-thinking CPA firm operates by modernizing workflows, managing information across multiple technology platforms, and driving AI and automation initiatives that make the business smarter, faster, and more efficient. You'll work alongside a collaborative, high-performing team that embraces emerging technology, continuous improvement, and innovation.

If you are energized by solving operational challenges, connecting systems, and leveraging technology to eliminate manual work, you will feel right at home here.

Operations Admin Systems Specialist – Your Job Duties

You will own the operational processes that keep the firm running efficiently (primarily serving the tax department). You will manage information across multiple technology platforms, improve workflows, and ensure client information from initial intake through deliverables are accurate and completed on time.

You will:

• Coordinate the tax return process across multiple software platforms, ensuring work moves smoothly from document receipt through final electronic filing
• Manage client documents, maintain accurate records, and keep workflow status updated across all systems
• Assemble tax returns for review, process electronic filing authorizations, and perform final quality control reviews before returns are filed
• Monitor tax deadlines, filing status, extensions, and client deliverables to ensure work is completed accurately and on time
• Serve as a primary point of contact for client document requests, secure client portals, and return status updates
• Assist clients with document uploads, client portals, and electronic signature tools
• Document workflows, identify opportunities for process improvements, and support implementation of new technology, AI, and automation tools
• Support onboarding of new clients while maintaining accurate information across multiple technology platforms
• Support the operations team and ops leader with special projects that streamline, automate and improve firm operations

Operations Admin Systems Specialist – You Have (Required Skills, Experience & Team Fit)

You have:

• Prior experience working in a technology driven role where you regularly work across multiple software platforms and systems
• Confidence learning new technology quickly. You enjoy figuring out new systems and are energized by leveraging technology and AI to improve efficiency
• Exposure to working in an ERP system – keeping systems and databases updated and running
• Flexibility with change - process improvement motivates you instead of frustrating you
• Exceptional attention to detail. You naturally catch inconsistencies, errors, and missing information before anyone else does
• Ability to work full time in the Natomas office Monday through Friday

You might have:

• Prior experience using secure client portals or document sharing systems to exchange information with clients
• Prior experience working in a professional services environment supporting business clients (ex: CPA or tax firm, law firm, financial advisory firm, consulting firm, architecture or engineering firm, public relations firm, IT services company, financial services firm)
• Experience using Zapier, APIs, or other technology integrations to automate workflows and connect software platforms

Operations Admin Systems Specialist – Benefits for You

Your compensation will be $70,000 to $80,000 base salary, depending on your experience, plus performance based incentive bonus.

You will be provided with comprehensive medical, dental and vision insurance, paid time off and retirement plan, and professional development budget to continue to develop your skills.

You will work full time in the Natomas, Sacramento office where you will collaborate directly with a team that values innovation, continuous improvement, and finding better ways to serve clients. During tax season and other peak periods, some overtime will be expected as the team works together to meet important client deadlines.

As an added perk, you will enjoy every other Friday off during June and July, giving you additional time to recharge during the summer months.