Administrative Assistant - Tax Practice

We are seeking an organized, personable, and technology-comfortable Administrative Assistant to support the daily operations of a growing tax practice. This position plays an important role in delivering a professional, responsive, and welcoming experience for clients while keeping administrative processes efficient and well organized.

The position will assist with client onboarding, document management, scheduling, client communications, tax return delivery, and general office administration. The ideal candidate is comfortable learning new software and workflows, proficient in Microsoft Outlook, Word, and Excel, attentive to detail, and able to work independently while providing dependable support to the tax team.

Hours will vary throughout the year, with flexible, part-time hours outside tax season and near-full-time hours during the busy tax season.

The Details:

• Greet, welcome, and assist clients in a warm, professional manner
• Coordinate the onboarding of clients transitioning from an existing tax practice, including organizing client transfer letters, tracking responses, and maintaining accurate client records.
• Assist with onboarding new clients, including gathering contact information, distributing engagement letters, and coordinating required documentation.
• Help clients access and navigate the firm's secure client portal, including assistance with completing organizers and electronically signing engagement letters.
• Monitor outstanding onboarding items and follow up with clients as needed.
• Maintain organized electronic and paper client files in accordance with firm procedures and confidentiality requirements.
• Help establish and improve administrative workflows as the practice grows.
• Answer incoming phone calls, respond to routine client inquiries, and direct questions to the appropriate team member.
• Schedule client appointments and coordinate calendars as needed.
• Welcome clients visiting the office and provide a professional, friendly experience.
• Assist clients with document collection, signatures, and payment processing during tax return pickup or delivery.
• Provide patient, helpful guidance to clients who need assistance using the firm's portal or completing administrative forms.
• Recognize when questions require the attention of a tax professional and route them appropriately.
• Track the receipt of client documents and help identify outstanding administrative items.
• Prepare printed tax returns for delivery, including assembling, reviewing for completeness, and organizing client copies and related documents according to firm procedures.
• Coordinate appointments and tax return pickup or delivery.
• Assist with obtaining required signatures and collecting payments.
• Help maintain an orderly workflow as deadlines and client activity increase.
• Use Microsoft Outlook to manage email and calendars, Microsoft Word to prepare correspondence and documents, and Microsoft Excel to maintain tracking lists and spreadsheets.
• Learn and use the firm's tax practice management software, client portal, electronic signature tools, and document management systems.
• Maintain accurate records, follow established procedures, and handle sensitive financial and personal information with discretion.
• Follow and adhere to Company policies, procedures, and guidelines
• Attend business meetings and trainings as required
• Perform other administrative tasks and special projects as assigned

The successful candidate will be a dependable, detail-oriented professional who brings a positive, service-minded attitude and a commitment to living out the Faithward Formula. They will demonstrate excellent communication, phone, customer service, organizational, and time management skills; protect confidential client information; and build strong relationships with a variety of personalities. They will be proficient in Microsoft Office, quick to learn new systems, accurate in data entry, and able to prioritize competing tasks and follow through independently in a fast-paced environment. A resourceful team player, they will willingly assist across functions, maintain a professional appearance and demeanor, and pursue personal and professional growth. A high school diploma is required; an associate’s degree and prior administrative, office support, customer service, or professional services experience are preferred. Experience in a CPA firm, tax office, or accounting practice is a plus. Candidates must maintain reliable attendance, be available for occasional evening or weekend work and travel as needed, and successfully complete a pre-employment drug screen and criminal background check.

The details:

• HS Diploma required and/or Associate’s degree preferred.
• Prior administrative, office support, customer service, or professional services experience preferred.
• Previous experience in a CPA firm, tax office, accounting practice, or other professional services environment is a plus, but not required.
• Ability to quickly learn internal systems, workflows, and technology platforms required.
• Excellent written and verbal communication skills required.
• Dependability, discretion, and a strong commitment to protecting confidential client information.
• Excellent organizational, detail oriented, and time management skills required.
• Ability to prioritize tasks, manage follow-ups, and work independently.
• Excellent customer service skills required.
• Professional appearance and demeanor, representing the firm positively at all times required.
• Strong working knowledge of MS Office including Word, Excel, Outlook, PowerPoint, and Teams required.