Administrative Assistant / Bookkeeper - Tax and Accounting

Position Type: Full-time

Location: Owings Mills, MD

Firm Type: Small business–focused tax, accounting, bookkeeping, payroll, and advisory services

Position Summary

We are seeking a detail-oriented, organized, and professional Administrative Assistant / Bookkeeper to support the daily operations of our tax and accounting practice. This hybrid role includes general administrative duties, client service, document management, and assisting with bookkeeping and payroll tasks. The ideal candidate is dependable, tech-savvy, and comfortable working with financial information. Prior bookkeeping or accounting experience is preferred.

Key Responsibilities

Client Service & Administrative Support

• Serve as the first point of contact for clients via phone, email, and in-office visits.
• Schedule appointments, manage calendars, and coordinate client meetings.
• Assist with new client onboarding, engagement letters, and intake documentation.
• Provide clients with clear instructions regarding documents, deadlines, and workflow.

Office Operations & Administrative Tasks

• Maintain organized digital and physical filing systems (e.g., ShareFile, CountingWorks).
• Handle incoming and outgoing mail, including tax notices and financial documents.
• Perform data entry, document scanning, and assemble tax return and client packages.
• Track key deadlines for tax, bookkeeping, and payroll tasks.
• Manage office supplies

Bookkeeping Responsibilities

• Assist with day-to-day bookkeeping tasks for small-business clients.
• Enter transactions into accounting software (QuickBooks Online, Sage Accounting, or similar).
• Categorize expenses, reconcile bank and credit card accounts, and maintain accuracy.
• Prepare basic financial reports under supervision (P&L, balance sheet, etc.).
• Assist in maintaining accurate client records and year-end financial documentation.
• Communicate with clients regarding missing information or clarification of transactions.

Payroll Support Responsibilities

• Help gather and enter employee payroll data into payroll platforms (QuickBooks Payroll, Gusto, ADP, Paychex).
• Ensure payroll forms (W-4s, I-9s, direct deposit authorizations) are complete and filed properly.
• Track payroll deadlines and send reminders to clients.
• Prepare and distribute payroll reports or paystubs.
• Assist with onboarding new payroll clients and setting up employee profiles.
• Help prepare quarterly and annual payroll filings (e.g., Form 941, state unemployment, W-2s) under supervision.
• Maintain strict confidentiality of payroll and employee data.

Tax Season Support

• Prepare and send client organizers and document requests.
• Assist with e-filing procedures and manage signed authorization forms (e.g., Forms 8879).
• Update and maintain client information in practice management software.

Compliance & Confidentiality

• Handle sensitive financial and personal information securely.
• Follow firm procedures and comply with IRS, state, and firm privacy standards.
• Uphold confidentiality and data security practices at all times.

Qualifications

• Administrative, bookkeeping, or office support experience (professional services preferred).
• Basic bookkeeping knowledge.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities, especially during peak tax season.
• Proficiency with Microsoft Office (Word, Excel, Outlook).
• Experience with QuickBooks, accounting software, or payroll platforms a plus
• Professional, friendly, and client-focused demeanor.

Preferred Traits

• Reliable, punctual, and able to meet deadlines.
• Strong problem-solving skills; able to anticipate office and client needs.
• Comfortable working independently and within a small team.
• Willingness to develop knowledge of bookkeeping, payroll, and tax workflows.

Work Environment & Schedule

• Standard office hours with additional flexibility after tax season.
• Supportive small-team environment with opportunities to learn.
• Training provided for all systems, software, and firm procedures.

Compensation

• $18-$22 an hour based on experience.
• Potential overtime during tax season.
• Benefits may include PTO, retirement plan, and professional development opportunities.

Job Type: Full-time

Pay: $18.00 - $22.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Paid time off

Work Location: Hybrid remote in Owings Mills, MD 21117

Salary : $18 - $22