Position Summary
We are seeking an organized and detail-oriented Administrative Assistant: Document Specialist to support daily office operations, document management, client services, and tax workflow processes. This role is ideal for someone who is dependable, efficient, and comfortable handling a variety of administrative and document-processing tasks in a professional office environment.
Key Responsibilities
- Organize, scan, rename, upload, and route incoming client documents using office systems and procedures.
- Build new client files in software systems, including physical and electronic setup for individuals and new business clients.
- Assemble completed returns, notices, and client payable documents for review and billing.
- Serve as backup support for the Client Services Specialist, including phone management, lobby coverage, meeting room coordination, client intake/pickup, and office inventory support.
- Monitor and process electronic document uploads from clients and maintain filing and archiving.
- Maintain the resource room, including shredding, filing, printer supplies, envelopes, and outgoing mail preparation.
Additional Duties
- Assist with projects assigned by the Administrative Director or Leadership Team, especially during the off-season.
- Help keep office workflows organized and support general administrative needs as they arise.
Qualifications
- Strong organizational skills and attention to detail.
- Ability to manage multiple tasks and follow established procedures.
- Comfortable working with office software and document management systems.
- Professional communication skills and a team-oriented attitude.
- Prior experience in an administrative office position preferred.
Compensation and Schedule
- Compensation range for the position is $17 - $20 per hour, depending on experience.
- Schedule during tax season is from January-April, Monday-Friday from 8:00AM-5:00PM with available overtime hours.
- Schedule outside of tax season is from May-December, Monday-Thursday from 8:00AM-5:00PM.
Benefits
- 80 hours of annual paid time off accrued in 1st and 2nd year and 120 in year 3 & 4 and 160 in year 5 and beyond
- 8 hours of Volunteer Service paid
- 9 Paid Holidays (72 hours)
- 401K retirement plan with 3% employer contribution and profit sharing after 6 months of
- employment
- Fridays off May to December
- Tuition reimbursement for career development courses and required education
- Health Reimbursement Arrangement available for FT staff of $350 monthly, after 90 days
Pay: $17.00 - $20.00 per hour
Benefits:
- 401(k)
- Paid time off
- Retirement plan
- Tuition reimbursement
Work Location: In person
