Job Title: Administrative Tax Clerk – Intake
Reports To: Owner
FLSA Status: Non-Exempt – 40 Hours per Week
Summary
Cuddy Financial Services is a premier boutique financial planning firm serving over 700 affluent households with over $300 million in assets under management. Established in 1992, we've built a reputation for combining personalized service with cutting-edge technology. We're recognized as a Stage 3 AI-Augmented business, leading our region in systematic AI integration while maintaining our boutique service quality.
The Administrative Tax Clerk - Intake provides administrative support to the Tax & Accounting Department and is responsible for managing the intake, organization, and tracking of client tax information. This position serves as the primary coordinator for collecting and organizing tax documentation, identifying missing information, preparing client files for tax preparation, and ensuring tax projects are established accurately and efficiently. The role also supports annual tax planning initiatives, tax organizer distribution, tax season mailings, and other pre-tax-season preparation activities.
Skills
· Ability to receive, organize, categorize, and track client tax documents accurately and efficiently.
· Ability to identify missing or incomplete information and coordinate appropriate client follow-up.
· Ability to support tax planning and pre-tax-season initiatives through organized document collection, tracking, and communication.
· Proficient in computer programs, such as Microsoft Word and Excel, database systems, workflow software, tax software, and document management systems.
· Advanced organizational skills and strong attention to detail and accuracy.
· Must possess excellent verbal and written communication skills.
· Must be punctual and available to work flexible hours as needed during tax season.
· Be a good listener and exhibit sound judgment.
· Desire to work in a fast-paced, deadline-driven work environment.
· Able to analyze situations and solve problems effectively.
· Ability to use office equipment such as copiers, scanners, and fax machines.
· Ability to handle sensitive and confidential client information properly.
Essential Functions
· Provides administrative support to the Tax & Accounting Department.
· Serves as the primary coordinator for tax return intake and document collection.
· Receives, organizes, and categorizes client tax documents upon receipt.
· Reviews incoming tax information for completeness and identifies missing documentation.
· Follows up with clients regarding missing tax documents and information requests.
· Creates and maintains tax projects within the firm's project management systems.
· Updates the project management software program as needed.
· Scans, bookmarks, indexes, and organizes tax documents and workpapers.
· Organizes and maintains files in various management information systems (e.g., Liscio, Drake Tax, SharePoint).
· Coordinates with tax preparers and management to ensure files are complete prior to assignment for tax preparation.
· Assists with project assignments, project prioritization, and status reporting.
· Coordinates and tracks annual tax organizer distribution and collection efforts.
· Assists with annual tax season mailings, client communications, and other pre-tax-season preparation activities.
· Supports tax planning initiatives by gathering and organizing information needed for tax planning meetings and projections.
· Follows up with staff and clients on information needed, monitoring responses and updating projects.
· Performs scheduling of appointments and answers telephones.
· Performs client follow-up.
· Accesses financial records through various online systems.
· Prepares and sends various correspondence as needed.
· Assists with E-filing and monitoring statuses as needed.
· Coordinates and aligns tax department staff to ensure deadlines are met and focused on.
· Adheres to firm policies and procedures and maintains the highest level of professionalism on and off-site.
· Replenishes office supplies as needed.
· Other duties as assigned.
Competencies
· Technical Capacity
· Personal Effectiveness/Credibility
· Thoroughness
· Collaboration Skills
· Communication Proficiency
· Flexibility
Supervisory Responsibility
This position has no supervisory responsibility.
Work Environment
This job operates in a clerical office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, scanners, and filing cabinets.
Physical Demands
This is essentially a sedentary role; however, some filing is required. This would require lifting files and boxes weighing up to 20 pounds, opening filing cabinets, going up and down stairs, and bending or standing on a stool as necessary. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Position Type and Expected Hours of Work
This is a full-time, non-exempt, 40-hour week position. May be expected to work additional hours based on need.
Non-Tax Season: Monday through Friday: 8 a.m. - 5 p.m. (after hours when necessary)
Tax Season: Second Monday in January through First Monday in May: Monday through Friday: 6 a.m. - 5 p.m. (and after hours when necessary) and Saturday: 8 a.m. - 12 p.m.
Travel
Some travel may be required to customer locations as needed.
Education and Experience
· High School Diploma (Required)
· Minimum 1-year clerical, administrative, customer service, or office experience (Required)
· Associate's Degree in Business Administration, Accounting, Finance, or related field (Preferred)
· Experience working in a tax, accounting, legal, financial services, or professional office environment (Preferred)
Other Duties
Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time without notice.
Starting Pay & Benefits
Hourly: $18 - $24 (Based on experience and education)
Firm contributions to Medical, Dental, Vision, Supplemental, and Life Insurances are offered after completion of a 90-day probationary period. 401(k) and IRA administration is also offered after the 90-day probationary period, with 401(k) matching beginning after 1 year of service.
Signatures
The employee signature below constitutes the employee's understanding of the requirements, essential functions, and duties of the position.
Pay: $18.00 - $24.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee discount
- Health insurance
- Life insurance
- Paid sick time
- Paid time off
- Vision insurance
Work Location: In person
