Administrative Assistant

This is an excellent opportunity to join a growing Madison-based CPA firm known for its approachable, team-oriented culture and sense of humor. We pride ourselves on maintaining a casual, supportive office environment that balances professionalism with personality. Our firm is passionate about making a meaningful impact by helping small businesses and nonprofits in our community succeed, and we value team members who share that commitment.

This role is responsible for managing daily administrative, front desk, and tax support functions for the Prairie du Sac office. As the first point of contact for clients, this position requires a consistent in-person presence to provide a welcoming, professional experience while ensuring efficient office operations.

The role supports CPAs, managers, partners, and staff, while handling a variety of administrative, financial, and tax-related tasks.

Key Responsibilities

Client Services & Front Desk

• Greet clients, answer phones, and manage inquiries in person, by phone, and via email
• Coordinate document drop-offs, pickups, and direct client requests to appropriate staff
• Maintain a professional, organized office environment

Administrative & Office Operations

• Open and close the office and support daily operations
• Manage office supplies, equipment, and scheduling
• Prepare communications, reports, invoices, and correspondence
• Maintain electronic and physical filing systems
• Handle incoming and outgoing mail, including daily processing

Document & Mail Management

• Organize, scan, and securely maintain client and internal documents
• Manage mail for multiple entities and coordinate delivery/return of client materials

Tax Season Responsibilities

During peak season, this role provides essential tax support, including:

• Preparing client records, engagement letters, and tax organizers
• Organizing, scanning, and tracking client documents
• Supporting e-filing, extensions, and return status tracking
• Coordinating authorizations (e.g., Form 8879)
• Utilizing tax and secure file-sharing software (SafeSend, ShareFile, etc.)

Work Schedule & Expectations

• This is an in-person role, with preferred in-office presence Monday–Thursday during off season. Monday-Friday is required for peak season.
• This position is 20-32 hours regularly during off season, daily hours can be flexible.
• Guaranteed full-time (40 hours/week), during peak tax season (January through April)
• Limited PTO during peak season (Jan-April) — applicants must be able to commit to this requirement
• Off season office hours are quiet, at times you may be alone in the office.
• Occasional local errands may be required (mileage reimbursed)

Please apply only if you are able to commit to these seasonal scheduling expectations.

Qualifications for Success

• Experience in an administrative, office coordination, or similar role
• Effectively manage difficult conversations with clients that may be dissatisfied or stressed regarding their tax situation.
• Highly organized with the ability to multitask and meet deadlines
• Ability to work independently and collaboratively
• Proficiency in Microsoft Office (Word, Excel, Outlook, Teams)
• Light QuickBooks experience a plus, but not required
• Strong attention to detail and discretion with confidential information
• Positive attitude and willingness to learn in a team-oriented CPA firm environment