Administrative Assistant

About the Firm

We are a well-established CPA firm providing tax compliance, advisory, and business support services to individuals and closely held businesses. We value accuracy, professionalism, efficiency, and discretion, and we are seeking a reliable administrative professional to support firm operations and processing workflows.

This is a long-term, full-time position for someone who is highly organized, detail-oriented, and comfortable handling confidential financial information.

Position Overview

The Administrative Assistant & Workflow Processor supports day-to-day firm operations while managing the administrative and processing lifecycle of client engagements. This role is essential to maintaining organized client records, meeting deadlines, and ensuring smooth internal workflows.

Key Responsibilities

Administrative & Office Support

• Manage incoming and outgoing client communications (email, phone, portals)
• Schedule appointments and manage partner calendars
• Organize and maintain digital and physical client files
• Assist with engagement letters, organizers, and client onboarding
• Track deadlines and follow up on missing client information
• Support billing, invoicing, and document requests as needed

Tax Return Processing & Workflow Support

• Assemble, organize, and process tax return files for review and filing
• Enter and verify client data in tax software as directed
• Upload, label, and manage tax documents in document management systems
• Ensure returns are complete from an administrative and documentation standpoint
• Track return status, e-filings, acknowledgments, and client approvals
• Assist with extensions, organizers, and post-filing correspondence
• Maintain strict confidentiality and compliance with firm procedures

Qualifications

• Prior administrative experience (CPA firm, accounting firm, or professional services preferred)
• Experience with tax return processing, document management, or accounting workflows is strongly preferred
• Exceptional attention to detail and accuracy
• Strong organizational and time-management skills
• Comfortable working with deadlines and seasonal workload fluctuations
• Proficient with Microsoft Office (Outlook, Word, Excel, PDF tools)
• Experience with tax software and client portals is a plus
• Professional communication skills and discretion with sensitive information

Work Environment & Expectations

• Full-time position (40 hours/week)
• Increased workload during tax season with flexibility required
• Ability to work independently while coordinating with partners and staff
• High level of reliability, consistency, and professionalism expected

Compensation & Benefits

• Competitive pay based on experience
• 401(k) with employer matching
• Opportunities for long-term career growth and expanded responsibilities
• Stable, professional work environment

Job Type: Full-time

Pay: $ $29.45 per hour

Benefits:

• 401(k)
• Paid time off
• Professional development assistance

Work Location: In person