Job Details

Administrative Assistant

We are seeking a dependable and organized Administrative Assistant to support daily operations in a busy accounting firm. This position serves as the first point of contact for clients and is responsible for managing tax return intake and outflow, document organization, data entry, and general office support. QuickBooks experience is a plus. This role is ideal for someone who enjoys keeping things organized, working with people, and supporting a professional team in a fast-paced environment, especially during tax season.

Key Responsibilities:

• Front Office / Reception:
• Answer and route incoming phone calls.
• Greet clients professionally.
• Schedule appointments and manage calendars.
• Respond to basic client inquiries regarding return status and documents needed.
• Tax Return Intake & Outflow:
• Receive and log client tax documents.
• Scan, upload, and organize documents into client files.
• Track tax return progress and maintain status logs.
• Send completed returns for signatures (8879s) and monitor receipt.
• Prepare finalized returns for delivery to clients.
• Data Entry & Document Management:
• Enter client information into firm software systems.
• Maintain organized digital and physical files.
• Label, store, and manage client documents accurately.
• Office & Administrative Support:
• Assist with engagement letters and client onboarding.
• Help with billing follow-up and basic invoicing tasks.
• Log and track IRS and state notices.
• Perform general clerical and administrative duties.
• Accounting Support (Preferred but not required):
• Basic QuickBooks data entry and reports.
• Support bookkeeping staff with routine administrative accounting tasks.

Qualifications:

• Prior administrative or office experience required (professional office environment preferred).
• Strong organizational and time management skills.
• Professional phone and communication skills.
• Comfortable using computers, scanners, and office software.
• Ability to follow established procedures and workflows.
• QuickBooks experience is a plus.
• Accounting or financial office experience is a plus.

Personal Traits We Value:

• Reliable and punctual.
• Calm under pressure.
• Detail-oriented.
• Professional demeanor.
• Able to multitask and prioritize.
• Positive, team-oriented attitude.

Schedule & Compensation:

Monday Friday. $16-$18 hourly pay based on experience. 90-day probationary period.