Position Summary

As an Administrative Assistant, you will provide essential administrative support to facilitate the smooth operation of the organization. You will perform a variety of tasks, including managing correspondence, scheduling appointments, organizing meetings, and handling administrative requests. Your strong organizational skills, attention to detail, and ability to multitask will contribute to the efficiency and effectiveness of the team and the overall success of the organization.

Administrative Duties within the Tax Dept.

• Timely follow-up on client and tax department requests
• Schedule meetings in Outlook/Microsoft Teams
• Scan highly confidential documents
• Route client workpapers and update software to reflect current status
• Extensions – Check on acceptance & update workstream
• Electronic filing of tax returns to the IRS and states
• Clear communication with management on any tax return rejection issues
• Maintain secure protocol for transmission of documents to clients & authorized third parties (e.g. bankers)
• Back-up to tax processor role
• Assist senior management with correspondence/finalize letters
• Complete Power of Attorney forms
• Expense reports
• PowerPoint presentations and binding, if needed
• Annually – On-line PTIN renewal
• Annually – (off-site) shred documents in accordance with our document retention policy
• Develop, coordinate, and follow-through on tax dept. functions and occasional firm events

General Admin

• Back-up coverage for reception - book meeting rooms, use of multi-line phone system, and greet clients
• Obtain office supplies for the firm, as needed
• Provide content for the regional newsletter, The General Ledger
• Make copies and general maintenance of office equipment
• Clean meeting and break rooms and keep items organized and well-stocked
• Mail – Applying postage, UPS drop-offs, and certified mail
• Employee Engagement Committee (optional)

Skills

Required education and experience

• High School Diploma (or GED or High School Equivalence Certificate)
• 3+ years of relevant experience
• Proficient in using office software and tools, including MS Office Suite (Word, Excel, Outlook, PowerPoint)