What are the responsibilities and job description for the CPA Firm Tax Season Admin & Clerical position at Freehold NJ CPA Firm?
Seasonal Administrative Assistant / Tax Office Coordinator
Location: Freehold, NJ (In-Office Position)
Company:CPA Firm
Position Type: Part-Time / Seasonal Schedule: Approximately 30 hours per week over 3 days
Compensation: Hourly pay, based on experience
About Us
We are is a growing CPA and tax preparation firm focused on delivering excellent client service and maintaining organized, secure office operations. We are seeking a dependable and detail-oriented Seasonal Administrative Assistant / Tax Office Coordinator to support our office during the busy tax season.
This role is ideal for someone with prior CPA firm experience who enjoys organization, client communication, and working in a professional office environment.
Responsibilities
Client Communication & Scheduling
- Answer incoming phone calls professionally
- Schedule and confirm client appointments
- Maintain and update the office calendar
- Communicate with clients regarding missing documents or follow-up items
- Provide friendly and professional customer service
Tax Return Workflow Management
- Collect required tax documents from clients
- Maintain and update the firm’s tracking spreadsheet
- Monitor return status and follow internal workflow procedures
- Move client documents between secure systems (Portal, SmartVault, and FileCabinet/FC)
- Scan and organize paper documents into electronic filing systems
- Assist with mailing completed tax returns using Stamps.com
- Prepare paper return packages for mailing or client pickup
Administrative Support
- Organize electronic and paper files
- Maintain confidentiality of all client information
- Assist with office organization and workflow efficiency
- Follow firm procedures and security protocols
Qualifications
- Prior CPA firm tax season experience required
- Strong organizational and multitasking skills
- Excellent verbal and written communication
- Attention to detail and ability to follow procedures
- Comfortable working with spreadsheets and office software
- Ability to handle confidential information responsibly
- Professional phone and email etiquette
- Experience with UltraTax software is a plus
- Prior experience with SmartVault, FileCabinet CS (FC), or client portals is a plus
Technology & Systems Used
Experience with any of the following is helpful:
- UltraTax
- Microsoft Excel
- SmartVault
- FileCabinet CS (FC)
- Client portals/document management systems
- Stamps.com
- Adobe PDF / scanning software
Training will be provided on firm-specific procedures.
Security & Confidentiality Requirements
Because this position involves handling sensitive financial information, all employees are required to follow the firm’s Written Information Security Plan (WISP) and confidentiality procedures, including:
- Protecting all client information
- Using secure systems for document handling
- Never emailing confidential client information unless password encrypted
- Following all firm security policies and procedures
What We’re Looking For
The ideal candidate is:
- Dependable and trustworthy
- Organized and proactive
- Comfortable communicating with clients
- Able to manage multiple tasks efficiently
- Willing to learn and follow established procedures
- A team player with a positive attitude
To Apply
Please submit your resume along with a brief summary of your administrative and tax season experience. Previous experience working in a CPA or tax preparation office is required.
Job Types: Part-time, Temporary
Pay: $20.00 - $25.00 per hour
Expected hours: 30.0 per week
Work Location: In person
Salary : $20 - $25