Job Description:

Position Summary

The Tax Administrative Assistant supports tax professionals by managing administrative tasks, ensuring efficient office operations, and delivering excellent client service. This role involves coordinating schedules, handling client communications, organizing documentation, and maintaining accurate records related to tax preparation and compliance.

Key Responsibilities

1. Administrative Support

• Provide administrative support to tax preparers, accountants, and office managers.

• Schedule appointments and maintain the office calendar to ensure efficient workflow.

• Manage incoming and outgoing correspondence, including emails, calls, and mail.

2. Document Management

• Prepare and organize tax-related documents, forms, and reports.

• Ensure accurate data entry of client information into tax preparation software.

• File and maintain physical and electronic records in compliance with data protection standards.

3. Client Relations

• Serve as the first point of contact for clients, greeting them professionally in person, over the phone, or via email.

• Answer basic client questions about the tax preparation process or direct them to the appropriate tax professional.

• Ensure the confidentiality and security of client information.

4. Support for Tax Preparation

• Assist in assembling completed tax returns for client review and filing.

• Monitor deadlines and ensure that tax filings are submitted on time.

• Track and follow up on missing documents or client information.

5. Office Operations

• Manage office supplies and equipment, ensuring availability and functionality.

• Process client payments, issue receipts, and maintain financial records.

• Handle office correspondence, such as reminder notices for upcoming appointments or deadlines.

6. Compliance and Quality Control

• Ensure that all documents meet compliance standards and are formatted correctly.

• Maintain awareness of basic tax regulations to assist in administrative duties.

Qualifications

Education and Experience

• High school diploma or equivalent (required); associate degree or higher in business administration or related field (preferred).

• Minimum of 1–2 years of administrative experience; experience in a tax or accounting environment is a plus.

Skills and Competencies

• Strong organizational and time-management skills.

• Proficiency in office software, such as Microsoft Office Suite, Google Business Suite, Adobe, Monday.com and tax specific software preferred (CCH Axcess, CCH Scan & AutoFlow, Truss).

• Excellent written and verbal communication skills.

• Ability to handle confidential information with integrity and discretion.

• Attention to detail and accuracy in record-keeping.

• Assist in firm billing and collection

• Handle light client bookkeeping

Preferred Qualifications

• Familiarity with basic accounting or tax concepts.

• Experience with client relationship management (CRM) system Monday.com

• Familarity with QuickBooks Online

Work Environment

• Primarily an office setting, with increased workload and extended hours during tax season.

Compensation

• Hourly wage or salary commensurate with experience.

• Benefits may include paid time off, health insurance, and retirement plan options.