Admin Specialist, Tax & Consulting

Savant•Rockford, IL

9d•$21 - $27•Onsite

About The Position

As a member of the Tax Team, the Admin Specialist performs an array of clerical and administrative duties, unique to an assigned area, as well as special activities as described. This role supports the Tax Team as a whole and may focus more in one particular area, such as financial planning, wealth transfer, and/or tax and business services. The Admin Specialist maintains a high level of communication with members of the team, with other teams such as the Advisory Team, in addition to our clients; all while maintaining a positive and client centric approach.

Requirements

High School Diploma or its equivalent, some college preferred
1-3 years work experience in an administrative support role preferably in a financial services firm, accounting firm, or a related industry
All applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

Responsibilities

Exhibit polite and professional communication while promptly answering phone calls and email messages, and notifies staff members of important information
Communicate with Advisory on the status of clients’ information submission and return preparation
Communicate with Clients on the status of their document submission and their return progress
Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
Schedule meetings based on staff and room availability
Prepare communications, such as memos, letters, emails, invoices, reports and other correspondence
Create and maintain filing systems, both electronic and physical
Provide information by answering questions and requests
Make restaurant reservations or order food to be delivered for team events
Assist with team mailings and maintain client mailing lists
Assist clients with Portal issues or questions regarding uploading documents
Post copies of Tax Returns to Portal and or SafeSend
Assist clients with SafeSend system and uploading of documents
Upload Invoices to clients Portal and/or Safesend for payment
Organize continuing education (CE) seminars and webinars
Setup new clients in Practice, UT, GFR
Produce and mail engagement letters, quotes, invoices, tax organizers, and other mailings for planning projects, estate administration, and/or tax services
Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, and informing appropriate parties to request supplies
Contribute to team effort by accomplishing related results as needed
Assist with the administrative side of tax season, including pre- and post-tax season activities, such as ensuring we have the appropriate supplies on hand to scheduling tax appointments and conducting tax intake meetings, as appropriate
Maintain tracking of client information deemed necessary by supervisor, including such items as outstanding issues, due dates, data needed, logistics of tax return delivery, complexity of returns, etc.
Participate in the implementation of software used to accomplish administrative functions
Assist with data gathering and scanning of tax and accounting source documents
Assist with final tax return product to deliver to clients via paper or electronic
Perform other duties as requested
Maintain team approach by assisting and filling in for others when necessary