Document Operations Specialist

Councilor, Buchanan & Mitchell, P.C. • Bethesda, MD

4d • Onsite

About The Position

Councilor, Buchanan & Mitchell, P.C. (CBM) is an accounting and business advisory firm serving clients throughout Washington, DC, Baltimore, and the Mid-Atlantic region. CBM is seeking a Document Control and Operations Associate (Document Operations Specialist) to join its team in a full-time, onsite capacity. This role is responsible for document management, workflow coordination, and general administrative support within a public accounting and advisory firm. The position is particularly critical during tax season and requires flexibility to work overtime during peak periods. This role reports to the Director of Office Operations and provides direct support to the Tax Process Manager. This position is well suited for a tech-savvy, detail-oriented, and dependable professional who is highly organized, comfortable handling confidential information, and thrives in a fast-paced, deadline-driven environment.

Requirements

• Associate's degree in business administration or another related program, or equivalent experience in a public accounting or professional services environment.
• Ability to work independently and manage multiple tasks and priorities, in a fast-paced, client-driven, deadline-oriented environment.
• Strong attention to detail with the ability to manage repetitive tasks accurately.
• Excellent organizational, time-management, and follow-up skills.
• Ability and willingness to adapt to evolving technology, processes, procedures, and firm workflows.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office 365, Adobe, and office/scanning equipment.
• Collaborative work style, team-oriented mindset.
• Comfortable handling sensitive and confidential client information with discretion and professionalism.

Nice To Haves

• Experience with CCH accounting software and a basic understanding of income tax processes are a plus.

Responsibilities

• Manage and process intake of client tax and non-tax documents, including collecting, scanning, organizing, formatting, and processing both paper and electronic documents in firm's document management systems.
• Ensure all documents are properly labeled, indexed, and routed to the appropriate staff in the firm's workflow system.
• Create, assign, and monitor workflow tasks to support timely progression of work.
• Process and track federal and state e-file tax extensions, including monitoring acknowledgements and resolving e-file issues including rejections to ensure deadlines are met.
• Process tax extension mailings, including printing, assembling, and mailing documents to ensure deadlines are met.
• Maintain accurate records of extension filings and confirmations.
• Support tax staff with administrative tasks related to tax compliance and workflow management.
• Bind, assemble, and ship financial statements and other deliverables as needed.
• Follow firm processes and procedures to ensure compliance, confidentiality, and data security.
• Provide comprehensive operational and administrative support to ensure an efficient, professional, and well-functioning office environment.
• Support front-office and reception functions as needed.
• Coordinate with building management, equipment vendors, and service providers to ensure office systems, equipment, and services remain operational.
• Provide administrative and logistical support for firm meetings, events, and internal initiatives.
• Assist with special projects and evolving operational needs.

Benefits

• 401(k) and Profit-Sharing Plan
• 10 Paid Holidays
• Paid Time Off
• Bereavement/Jury Duty Leave
• Paid Parental Leave
• FSA/Dependent Care
• Life Insurance
• Short and Long-Term Disability
• Volunteer Community Service Day
• Healthcare Benefits - medical, dental, vision & other programs
• Paid Parking & Metro
• Subsidized Employee Wellness and Fitness Program
• Mentorship Program - Project Clear Path
• Professional Training & Development
• Tuition Reimbursement
• CPA and Other Certifications Assistance
• Professional Memberships

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree