Senior Administrative Assistant, Tax

Job Title:  

Senior Administration Assistant, Tax - DBTA, Chicago 

About DB Tax & Accounting (DBTA): 

DBTA is a full-service accounting firm that specializes in the needs of the Private Client.  Our clients include ultra-high net worth and new wealth individuals (business owners, athletes, and entertainers). Our practice areas include individual and partnership tax return preparations, trust tax returns, corporate tax returns, estate and gift tax planning, and international tax returns.  We are a group of talented entrepreneurial professionals who care about culture and growth.    

Job Summary: 

The Senior Tax Administrative Assistant plays a key role in driving operational efficiency across the Tax practice. This position is ideal for an experienced administrative professional who excels in billing, collections, workflow coordination, and project management. You will work closely with leadership, tax preparers, and clients to ensure accurate billing, timely payment follow‑up, smooth project execution, and consistent administrative support. 

Responsibilities: 

Billing & Collections  

• Own the full billing lifecycle, including invoice creation, review, accuracy checks, and timely distribution. 

• Monitor AR aging reports and proactively manage collections, including client outreach and payment follow‑up. 

• Partner with the Tax team to ensure services are billed accurately and in alignment with engagement terms. 

• Maintain accurate billing records and support leadership with revenue, AR, and collection reporting. 

• Identify billing trends, discrepancies, or process gaps and recommend improvements. 

Project & Workflow Management 

• Coordinate and monitor tax return workflows and deadlines to ensure timely completion. 

• Support project planning for seasonal tax cycles, capacity planning, and task delegation. 

• Track deliverables, follow up with team members, and communicate project statuses to leadership. 

• Assist in developing and improving operational processes and documentation. 

Administrative & Client Support 

• Manage and organize electronic and physical client files; ensure records stay audit‑ready. 

• Prepare engagement letters, client correspondence, and other documents as needed. 

• Serve as a client contact for administrative questions and receipt of materials. 

• Support tax professionals with scheduling, task management, and document formatting. 

• Maintain a clean and organized office environment and positive client experience. 

• Assist with special projects, firm initiatives, or system implementations as requested. 

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Qualifications: 

• 3+ years of administrative experience; billing or project management experience strongly preferred.  

• Bachelor’s degree preferred  

• Experience in a tax, accounting, financial services, or legal environment is a plus. 

Benefits:  

• Medical, Dental, and Vision insurance  

• Immediate participation in 401(k) with 100% vested match after 1 year  

• Company‑paid life and long‑term disability insurance  

• HSA, HRA, and Flexible Spending Account options  

• Dynamic and supportive work environment  

• Opportunities for professional growth and development  

• Paid holidays + 15 PTO days annually 

 
The salary range for this position is $60,000-$80,000 annually.