What are the responsibilities and job description for the Tax Administrative Assistant position at Allison Duffy, An Accountancy Corp?
We are seeking a detail-oriented, organized, and reliable Tax Administrative Assistant to join our team on a full-time basis. This role will provide essential administrative and clerical support to our tax professionals, helping ensure smooth workflow during busy tax seasons and throughout the year.
This is an on-site position requiring in-person work at our Capitola, CA.
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Key Responsibilities:
• Assist with intake and assembly of tax returns and client deliverables.
• Organize, scan, and upload client documents into our secure portal.
• Maintain and update client files, ensuring accuracy and confidentiality.
• Track incoming client documents and follow up as needed.
• Manage appointment scheduling and meeting coordination for tax staff.
• Prepare engagement letters, client communications, and standard forms.
• Answer and route phone calls, greet clients, and handle basic inquiries.
• Assist with e-filing and tracking IRS/state submission statuses.
• Support billing and payment processing as needed.
• Perform general office duties including filing, copying, and mail processing.
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Qualifications:
• Required:
• Previous administrative experience (tax or accounting office experience a plus).
• Strong attention to detail and organizational skills.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook).
• Comfort using many softwares, scanning software, client portals, and basic office technology.
• Ability to handle sensitive information with discretion.
• Excellent verbal and written communication skills.
• Preferred:
• Experience with tax preparation software Axcess, CCH Scan and Autoflow
• Familiarity with document management systems Monday.com
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Work Environment & Hours:
• Location: 1395 41st Ave, Capitola— on-site only.
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Compensation & Benefits:
• Hourly rate: 25 /hour depending on experience
• Perks such as professional development support, casual dress code, office snacks, flexible scheduling outside of peak season
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How to Apply:
Please send your resume and a brief cover letter to allison@aduffycpa.com with the subject line “Tax Administrative Assistant – [Your Name]”.