Office Administrative Assistant & Tax Assembly Specialist

Position Overview

We are a fast-paced, 3-preparer tax firm seeking a reliable, highly organized, and personable Full-Time Office Administrative Assistant & Tax Assembly Specialist. In this role, you will be the face and voice of our firm, while managing critical behind-the-scenes administrative workflows. During the busy tax season, our office moves quickly, so the ideal candidate must excel at multitasking and prioritizing. Outside of tax season, we offer a flexible schedule to support your work-life balance.

Key Responsibilities

Client Relations & Front Office Support

• Act as the primary point of contact for clients, providing a warm and professional welcome in person and over the phone.
• Communicate comfortably and effectively with a diverse range of client personalities to gather information or provide status updates.
• Manage multi-line phones, route calls appropriately, and schedule client appointments.

Tax Operations & Document Management

• Support 3 active tax preparers with administrative tasks to optimize their workflow.
• Scan sensitive tax documents accurately into our digital filing system, ensuring high quality and strict confidentiality.
• Notify clients promptly via phone or email once their tax returns are complete.
• Assemble and package final tax documents securely for delivery via USPS, tracking mailings when necessary.

Office Administration

• Maintain digital and physical organization of files, keeping the office flow seamless and efficient.
• Utilize Microsoft Word and Excel to update internal tracking logs, draft client correspondence, and manage spreadsheets.
• Prioritize daily tasks independently to keep up with high-volume workloads during peak seasons.

Qualifications & Skills

• Software Proficiency: Must be highly proficient in Microsoft Word and Microsoft Excel.
• Communication Skills: Excellent verbal and written communication skills; comfortable handling heavy phone volumes and face-to-face client interactions.
• Multitasking & Organization: Proven ability to prioritize shifting tasks in a fast-paced, high-pressure environment without losing attention to detail.
• Professionalism: High level of integrity and discretion when handling sensitive, confidential financial data.
• Experience: Previous administrative, front desk, or tax office experience is a plus, but not required if you possess strong organizational skills.

We are a small local tax firm serving the local area for over 10 years.