Administrative Assistant/ Data Entry Clerk

Job Description

Job Description

We are seeking a highly organized, detail-oriented, dependable Administrative Assistant/Data Entry Clerk to support our family owned small fast-paced tax/accounting office in historic Fairfax City. This is a unique, seasonal-flex position. The role requires part-time hours (32 hours per week) from May through January, scaling up to full-time (40+ hours/week) during our peak tax season from February through April. You will perform clerical, data entry and administrative functions on a daily basis.

Key Responsibilities:

• Front Desk & Client Services (Year-Round)
• Serve as the first point of contact for clients, both in-person and over the phone, maintaining a warm and professional demeanor.

Tax Season Operations & Document Processing (Feb - April)

• Receive, scan, and organize confidential client tax documents, ensuring a streamlined flow to tax preparers.
• Prepare and process client engagement letters, invoices, and tax return assembly.
• Manage secure digital client portals (ShareFile/Tax Dome).
• Track project progress, extensions, and filing deadlines to ensure nothing slips through the cracks.
• Assist with the physical and electronic filing of completed tax returns.

General Administrative Support (Year-Round)

• Assist with routine office tasks such as copying, printing, binding financial statements, and processing mail.
• Order and maintain inventory of office supplies and tax processing materials.
• Perform basic data entry and assist with light bookkeeping tasks when required
• Manage and maintain the appointment calendar for multiple tax professionals.
• Monitor the main office email inbox and direct inquiries to the appropriate team members.
• Prepare items for mailing using Stamps.Com
• Perform all other office tasks
• Data entry and reconciling into QuickBooks software

Qualifications:

• At least 3 years of previous experience in office administration or other related fields
• Must be available to tansition to a full-time schedule during tax season (Feb-April --with occasional overtime)
• Ability to prioritize and multitask as there are many deadlines during the months
• Excellent written and verbal communication skills
• Strong attention to detail
• Impeccable organizational skills and time management skills with strict commitment to data confidentiality
• Basic QuickBooks knowledge
• Work independently
• Punctual (will be required to open the office in the mornings)
• Microsoft Office knowledge
• Ability to quickly learn file sharing portals and electronic signature platforms

Job Type: Part-time

Education:

• High school or equivalent (Preferred)

Experience:

• Microsoft Excel: 1 year (Preferred)
• Data Entry: 2 years (Preferred)
• Administrative experience: 3 years (Required)

We are a family owned small business accounting firm located in the historic district of Fairfax City. We have a staff of two, one tax accountant and the owner who has been doing taxes for over 25 years. We are looking for an administrative assistant who will be supporting both, but mainly the owner. The assistant will also do data entry into QuickBooks for a few clients. We are very personable and down to earth and looking forward to adding another to our team. We have many deadlines so prioritizing and being extremely efficient and working independently are very important.

Company Description

We are a family owned small business accounting firm located in the historic district of Fairfax City. We have a staff of two, one tax accountant and the owner who has been doing taxes for over 25 years. We are looking for an administrative assistant who will be supporting both, but mainly the owner. The assistant will also do data entry into QuickBooks for a few clients. We are very personable and down to earth and looking forward to adding another to our team. We have many deadlines so prioritizing and being extremely efficient and working independently are very important.