Louisville CPA firm seeking an organized, team-oriented Administrative Support Specialist to provide day-to-day support to our partner group. This is a full-time, in-office role with year-round employment and seasonal overtime January–April 15 (up to 50+ hrs/week during tax season).
Key Responsibilities
Tax Return Processing
- Assemble, process, and track individual and business tax returns (electronic filing via ProSystem’s and SafeSend Returns)
- Prepare extensions, quarterly estimates, and mailing; coordinate client signatures and routing sheets
- E-mail password-protected PDF tax returns to clients; record acceptance/rejection status
Partner & Administrative Support
- Follow up on open tasks and client deliverables for the partner group
- Prepare WIP requests, engagement letters, check/signature request forms, and monthly billing worksheets
- Send due-date reports and deadline reminders; assist with collections calls
Document Management & Billing
- Scan and file client documents electronically; maintain digital and physical client files
- Enter time, post payments, run AR reports, and mail monthly invoices and statements
- Set up new client records in time and billing software; maintain data accuracy
General Office
- Process outgoing mail (postage machine), prepare labels, assist with copying and collating
- Cover receptionist duties as needed; support year-end file prep and archiving
Qualifications
Required
- 2+ years administrative or accounting office experience
- Proficient in Microsoft Office (Word, Excel, Outlook)
- Comfortable learning new software quickly (SafeSend Returns, ProSystem’s)
- Strong data entry and keyboarding skills
- Detail-oriented with strong deadline awareness
- Clear written and verbal communication
Preferred
- Prior experience in a CPA or professional services firm
- Familiarity with tax return processing or electronic filing
- Accounting coursework or bookkeeping background
Job Type: Full-time
Pay: $19.00 - $23.00 per hour
