Administrative Assistant

This role is focused on supporting the day-to-day functions of the office and ensuring smooth, efficient operations across a wide range of administrative responsibilities. This position requires an in-person presence, as it serves as the first point of contact for guests and clients, creating a welcoming and professional environment.

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

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.

Key Responsibilities

• Serve as the primary point of contact by answering phones, routing calls, and greeting visitors
• Process, collate, and distribute incoming and outgoing mail
• Perform check processing, including deposits and associated recordkeeping
• Process and print payroll checks with accuracy and attention to detail
• Create, organize, and maintain both electronic and physical filing systems
• Maintain general office organization to support a productive work environment
• Operate office equipment and manage office supplies, including inventory, stocking, and ordering
• Schedule and coordinate meetings, appointments, events, and social activities
• Provide event planning support for both client-related and firm-sponsored events
• Support Cascade Cares initiatives, including assistance with the firm’s nonprofit grant program
• Prepare and manage communications such as memos, emails, invoices, reports, and other correspondence
• Assist with deposits and maintain accurate financial-related documentation
• Perform other administrative and operational duties as assigned

Seasonal Responsibilities

During tax season, this role will provide additional operational support, including:

• Organizing, scanning, and securely handling confidential client documents
• Filing and organizing tax returns and related records
• Coordinating and facilitating client pick-ups and drop-offs of tax documents and completed returns
• Completing and maintaining accurate documentation related to these activities

Work Schedule & Expectations

• This position is part time (~20 hours per week) off season(May to November)
• The role is guaranteed to be full-time (40 hours per week) during peak season, typically December /January through April
• Due to the demands of peak season, there will be restrictions on PTO during this time. PTO during off season will be significantly more flexible.

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

Qualifications for Success

• Proven experience as an Office Assistant or in a similar administrative role
• Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines
• Ability to work independently, make sound decisions, and manage multiple tasks with minimal supervision
• Collaborative mindset, with the ability to work effectively with team members and clients on a regular basis
• Proficiency in Microsoft Office applications (Word, Excel, Teams, Outlook, PowerPoint), with a willingness to learn company-specific systems and software
• Excellent verbal and written communication skills