Administrative Professional (PT)
Pivotal Talent Search
Administrative Assistant - Tax Services
Join a stable, professional tax team where your organization, accuracy, and client-service skills truly make an impact. We're looking for a dependable Administrative Assistant to keep our tax operations running smoothly, especially during busy season. In this role, you'll be a key support partner to multiple accountants and a go-to resource for clients as they navigate our process.
Position Overview
You'll help move tax returns from preparation to successful e-filing, keep digital records and documents in top shape, manage busy calendars, and ensure clients get timely, clear communication. This position is ideal for someone who enjoys working behind the scenes to keep everything coordinated and on schedule.
Responsibilities
Assist with the electronic submission of federal and state tax filings
Act as a primary point of contact for clients by: Handling incoming calls and routine questions
Guiding clients through use of our secure online portal
Following up on missing information, signatures, and e-file authorizations
Download, track, and maintain organized records of e-file authorization forms and related documentation
Make outbound calls and send follow-up messages to obtain required client documents
Scan, upload, and categorize tax-related documents, including post-season archiving
Maintain clear, accurate, and easy-to-navigate digital filing systems
Coordinate and schedule client calls, virtual meetings, and appointments for a team of accountants
Provide general office coordination support, including managing office calendars and arranging team lunches when needed
Deliver reliable administrative support during peak tax deadlines and consistent support throughout the year
Participate in off-season training to develop skills in more advanced tax administrative processes
Qualifications High school diploma or equivalent required (additional education is a plus)
2-5 years of administrative experience in a professional setting handling confidential information
At least 2 years of experience using Excel for data entry, tracking, and basic spreadsheet management
Strong proficiency in Microsoft Office, particularly Outlook, Word, and Excel
Proven ability to work with sensitive and confidential information discreetly
Comfortable with frequent phone work and direct client interaction
Strong attention to detail, accuracy, and organizational skills
Ability to manage multiple priorities and deadlines in a fast-paced, deadline-driven environment
Ideal Background Experience in a tax, accounting, legal, or similar professional services environment
Familiarity with tax software, e-filing systems, or digital document management tools
Compensation & Benefits Competitive total compensation package
Employer-sponsored medical, dental, and vision insurance
401(k) plan with 5% employer match
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