Receptionist

Receptionist

Saunders Tax & Accounting · Hagerstown, Maryland

Location: 18710 Crestwood Drive, Hagerstown, MD 21742 (in-office)

Reports to: Managing Partner

Status: Full-time · Non-exempt, hourly

Schedule: Tax season: Monday–Friday, 9:00 a.m.–5:00 p.m. · Off season: Monday–Thursday, 9:00 a.m.–5:00 p.m.

Compensation: $18.00–$21.00 per hour, depending on experience

ABOUT THE FIRM & THE ROLE

Saunders Tax & Accounting is a client-focused accounting firm in Hagerstown providing tax preparation, accounting, and advisory services to individuals and businesses. Our front desk is the first impression clients have of the firm, and the person in this seat sets the tone for every relationship that follows.

We are looking for an organized, personable Receptionist to run our front desk and provide day-to-day administrative support to our tax and accounting staff. You will be the first point of contact for clients by phone, email, and in person — greeting them, answering questions, scheduling appointments, and making sure documents move cleanly between clients and preparers. Beyond the front desk, you will support the professional team with client intake, document tracking, return assembly and delivery, engagement letters, and general office administration.

This role suits someone who enjoys people, stays calm when the phone and the lobby are both busy, and takes real pride in details being right. One of the best parts of the schedule: outside of tax season, the office runs Monday through Thursday — a four-day week with full-time pay and benefits.

KEY RESPONSIBILITIES

Front Desk & Client Reception

• Greet clients and visitors warmly and professionally; manage the reception area and lobby so it is clean, orderly, and welcoming.
• Answer, screen, and route incoming calls; take accurate messages and follow up to ensure they reach the right person.
• Monitor the firm's general email inbox and respond to or route inquiries promptly.
• Schedule, confirm, and reschedule client appointments; maintain staff calendars and meeting rooms.
• Receive and process incoming and outgoing mail, deliveries, and courier packages.
• Order and stock office supplies; coordinate with vendors and building maintenance as needed.

Client Document & Administrative Support

• Intake client documents in person, by mail, and through the firm's secure client portal; log receipt and route materials to the assigned preparer.
• Scan, index, and file client documents accurately into the firm's document management system.
• Track outstanding client items and follow up by phone or email to obtain missing information.
• Prepare and distribute engagement letters, organizers, and annual client mailings; track signed returns and authorizations.
• Assemble completed tax returns and financial statements for delivery; prepare packages for pickup, mail, or secure electronic delivery.
• Obtain and track signed e-file authorization forms and other required signatures.
• Maintain and update client contact records in the firm's practice management system.
• Process client payments, issue receipts, and assist with invoicing and accounts receivable follow-up as directed.
• Provide general clerical support to professional staff — copying, filing, data entry, correspondence, and special projects.

Confidentiality & Client Data Security

• Safeguard confidential taxpayer information — including Social Security numbers, financial records, and account data — at all times, in accordance with the firm's Written Information Security Plan.
• Keep client documents secured at the desk and in storage; never leave sensitive paperwork unattended in the reception area, at the copier, or on the scanner.
• Verify the identity of callers and visitors before releasing any client information, and route all substantive tax questions to a licensed preparer.
• Use only firm-approved secure channels — the client portal, encrypted email, and firm systems — to transmit client documents; never send taxpayer data by unsecured email or text message.
• Follow firm password, device, and system-access policies; complete annual data-security and confidentiality training.
• Report any suspected data breach, phishing attempt, or lost or misdirected document to the Managing Partner immediately.
• Sign and abide by the firm's confidentiality agreement as a condition of employment.

QUALIFICATIONS

Required

• High school diploma or equivalent.
• One or more years of receptionist, front desk, or administrative experience in a professional office environment.
• Excellent verbal and written communication skills and a courteous, service-oriented manner.
• Strong organizational skills and accuracy with detail; able to manage multiple priorities and interruptions without losing track.
• Proficiency with Microsoft Office (Outlook, Word, Excel) and comfort learning new software quickly.
• Proven ability to handle highly confidential client and financial information with absolute discretion; willingness to sign a confidentiality agreement and complete annual data-security training.
• Dependable attendance and punctuality, including availability for the five-day schedule during tax season.

Preferred

• Experience in a CPA firm, tax practice, law firm, or other professional services setting.

WORK ENVIRONMENT & PHYSICAL REQUIREMENTS

• Professional office setting; this is a fully in-office position.
• Extended periods of sitting and working at a computer; frequent use of phone, keyboard, and scanner.
• Occasional lifting of office supplies and document boxes up to 25 pounds.
• Pace and call volume increase substantially during tax season, when the office operates five days per week.

COMPENSATION & BENEFITS

• $21-25 per hour, depending on experience.
• Health insurance.
• Health Savings Account (HSA).
• 401(k) retirement plan.
• Paid vacation.
• Four-day work week (Monday–Thursday) outside of tax season.
• A collegial, supportive team and a stable, long-term role with a well-established local firm.

HOW TO APPLY

Please send your resume and a brief note about why this role interests you to clientservices@saunderstax.com with the subject line "Receptionist — [Your Name]." Applications are reviewed on a rolling basis.

Saunders Tax & Accounting is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by applicable law. Reasonable accommodations are available to applicants and employees with disabilities upon request.

Pay: $21.00 - $25.00 per hour

Expected hours: 32.0 – 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• Health savings account
• Paid time off

Work Location: In person

Salary : $18 - $21