Position Overview
Busy NJ accounting firm seeking an organized, detail-oriented, and professional Administrative Assistant to join our CPA team. As the first point of contact for our clients, you will play a crucial role in maintaining smooth daily operations, managing client communications, and providing essential administrative support—especially during the fast-paced tax season. This is a full-time, in-person position.
The ideal candidate possesses excellent multitasking abilities, a high level of professionalism, and a strict commitment to maintaining client confidentiality.
Key Responsibilities
Client Relations & Front Desk:
- Greet clients warmly and professionally in person and over the phone.
- Manage incoming calls, take detailed messages, and route inquiries to the appropriate accountant.
- Schedule and confirm client appointments and consultations.
Document Management & Assembly:
- Receive, scan, and organize physical and digital client tax documents (W-2s, 1099s, etc).
- Assemble completed tax returns for client delivery, ensuring all required signatures, e-file authorization forms (Form 8879), and payment vouchers are included.
- File and archive client records securely in compliance with firm policies.
Office Operations:
- Manage incoming and outgoing mail, FedEx/UPS shipments, and courier services.
- Monitor and restock office supplies, ensuring the office is fully prepared for peak tax season.
- Process client invoices and accept payments (checks, credit cards, or digital portals).
Data Entry & Support:
- Update and maintain the firm’s Customer Relationship Management (CRM) and practice management software.
- Assist office manager with basic data entry, drafting professional correspondence, sending out engagement letters, and other office duties.
Qualifications & Skills
- Experience: 2–3 years of administrative or receptionist experience. Experience working in a CPA firm, law firm, or financial services environment is highly preferred.
- Education: High school diploma or equivalent required; Associate’s or Bachelor’s degree is a plus.
Technical Proficiency & skills:
- Strong skills in Microsoft Office Suite (Word, Excel, Outlook).
- Familiarity with Adobe Acrobat (for merging/scanning PDFs).
- Bonus: Experience with accounting/tax software like QuickBooks and Thomson Reuters (UltraTax/CS Professional Suite).
- Absolute discretion regarding sensitive financial and personal client data.
- Ability to stay organized and positive during high-volume periods (January through April).
- Exceptional verbal and written communication skills.
Work Environment & Schedule
- Type: Full-time and fully in office.
- Tax Season Expectation: Ability to work extended hours and Saturdays from February 1st through April 15th.
Benefits
- Competitive hourly wage/salary based on experience.
- Paid Time Off (PTO) and paid holidays (post-tax season).
- Health insurance.
- 401(k) with company match.
- Overtime during tax season and annual bonus based on performance.
Job Type: Full-time
Pay: $25.00 - $28.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Health insurance
- Paid time off
Experience:
- administrative: 2 years (Required)
Ability to Commute:
- Totowa, NJ 07512 (Required)
Work Location: In person
