POSITION OVERVIEW
We are seeking a dependable, organized, and detail-oriented Accounting Administrative Assistant for a full-time, year-round, in-person position.
The person in this role will take ownership of the firm’s routine administrative and client-service workflows. Responsibilities include answering telephone calls, maintaining the calendar, logging client requests, preparing tax organizer packages, collecting and organizing documents, following up with clients, operating ShareFile, processing mail, maintaining client information, and performing light QuickBooks data entry.
The ideal candidate is highly reliable, communicates professionally with clients, follows matters through to completion, and takes pride in keeping administrative work organized, accurate, and current.
This is not a tax-preparation or professional accounting position. Technical accounting and tax questions will be directed to the appropriate firm professional.
PRIMARY RESPONSIBILITIES
Client Communication and Follow-Up
- Answer the main office telephone professionally and route calls or take complete messages.
- Respond to routine administrative questions and direct technical accounting or tax questions to the appropriate firm professional.
- Contact clients by telephone and email regarding missing documents, incomplete tax organizers, scheduling matters, and other outstanding information.
- Follow up consistently and professionally until requested information is received or the matter is escalated.
- Maintain accurate records of client communications, responses, outstanding items, next actions, and follow-up dates.
- Record new inquiries and existing-client requests in the firm’s intake log or designated system.
Tax and Client Workflow Support
- Assemble, personalize, and distribute client tax organizer packages.
- Track organizer distribution, completion, document submissions, and missing information.
- Assist with routine tax-season administrative workflows.
- Maintain accurate client contact information, client lists, and status records.
- Help ensure that client requests and outstanding matters are properly recorded and followed through.
Document and ShareFile Administration
- Scan, name, organize, and electronically file client documents according to established procedures.
- Upload documents to ShareFile and maintain orderly client portal folders.
- Send secure upload requests and assist clients with basic ShareFile navigation.
- Confirm that documents are associated with the correct client and stored in the correct location.
- Maintain organized physical and electronic files.
- Protect confidential client information and follow the firm’s information-security procedures.
Calendar, Mail, and Office Administration
- Schedule and confirm client appointments.
- Maintain an accurate office calendar with complete appointment information.
- Process incoming and outgoing mail.
- Prepare certified mail, postage, and routine FedEx or UPS shipments when needed.
- Maintain mailing and tracking records where appropriate.
- Perform other closely related administrative duties consistent with the position.
Basic Accounting Support
- Perform light QuickBooks data entry from approved source documents.
- Enter routine information according to established procedures.
- Maintain supporting documentation for entries made.
- Identify incomplete, inconsistent, or unusual items and refer them to the appropriate accounting professional.
- Avoid making independent accounting or tax judgments outside established procedures.
WHAT SUCCESS LOOKS LIKE
- Client calls, requests, and inquiries are accurately recorded, routed, and followed through.
- Every outstanding client-information request has a current status, next action, and follow-up date.
- Clients receive courteous, professional, and appropriately persistent follow-up.
- Documents are promptly scanned, correctly named, securely uploaded, and filed in the proper client location.
- Tax organizers are accurately prepared and distributed according to the firm’s schedule.
- The office calendar remains current and appointments are properly scheduled and confirmed.
- Routine QuickBooks entries are timely, supported, and accurate.
- Questions and exceptions are appropriately escalated rather than overlooked or guessed at.
- Routine administrative matters are completed without requiring repeated follow-up from firm professionals.
REQUIRED QUALIFICATIONS
- At least two years of professional office, administrative, or client-service experience.
- Strong telephone etiquette and professional written communication.
- Excellent organization, reliability, and follow-through.
- Strong attention to detail.
- Ability to maintain control over multiple open matters and deadlines.
- Comfort regularly contacting clients regarding missing information and following up until matters are resolved.
- Working knowledge of Microsoft Outlook, Word, and basic Excel.
- Ability to learn and consistently use documented office systems and procedures.
- Sound judgment regarding when to handle, route, or escalate a matter.
- Ability to handle confidential financial and personal information with discretion.
- Reliable attendance and punctuality.
- Availability to work the stated full-time schedule in person.
PREFERRED QUALIFICATIONS
- Previous experience in a CPA firm, accounting firm, tax office, bookkeeping firm, law firm, financial-services firm, or another document-intensive professional-services environment.
- Basic QuickBooks Online or QuickBooks Desktop experience.
- ShareFile or comparable secure client-portal experience.
- Experience preparing or distributing tax organizers.
- Experience with tax-document administration or client document collection.
- Experience maintaining a workflow tracker, client database, CRM, or practice-management system.
- Familiarity with basic bookkeeping or accounting concepts.
SCHEDULE AND ATTENDANCE
This is a full-time, year-round, in-person, hourly, non-exempt position.
The regular schedule is Monday through Friday, 8:30 a.m. to 5:00 p.m., including an uninterrupted 30-minute unpaid meal period, for a total of 40 paid hours per week.
Reliable attendance during the firm’s peak tax-filing periods is an important requirement of the position. Planned discretionary absences generally will not be approved from February 1 through April 15 or from September 1 through October 15.
Absences and leave protected by applicable law are not restricted by this policy and will be handled in accordance with applicable requirements.
Additional hours may occasionally be available during tax season, but availability beyond the regular 40-hour schedule is not required. All hours worked must be accurately recorded and will be compensated in accordance with applicable law.
This position reports to the Managing Director and provides administrative support to the Managing Partner and other firm professionals.
APPLICATION PROCESS
Please submit a résumé outlining your relevant experience.
The hiring process may include a telephone screen, structured interviews, a brief job-related exercise, and professional reference checks.
Finalists will be asked to provide professional references, including former supervisors where available.
We are an equal opportunity employer and provide reasonable accommodations as required by applicable law.
Pay: $23.00 - $26.00 per hour
Work Location: In person
