Fiduciary Accounting Coordinator

Cravath, Swaine & Moore LLP•New York, NY

10d•$80,000 - $100,000•Hybrid

About The Position

The Fiduciary Accounting Coordinator supports the Fiduciary Accounting group by assisting with administrative tasks to ensure that filings are made on time, payments and invoices are processed, tax notice responses are sent to the proper authorities and tax refunds are received.

Requirements

High school diploma required, college degree preferred;
At least 2 years of experience in an administrative role, supporting finance or tax departments a plus.
Proficiency in MS Word, Excel, Outlook, Adobe Acrobat. Ability to learn internal systems and some functions of CCH Axcess tax software;
Excellent organizational, written and interpersonal communication skills;
Ability to interact professionally and effectively with attorneys and staff at all levels;
Strong attention to detail;
Demonstrated initiative and willingness to learn new skills and processes;
Ability to work well under pressure while managing multiple priorities simultaneously;
Ability to anticipate needs, prioritize assignments and exercise good judgment;
Ability to follow instructions carefully, working both independently and collaboratively;
Ability to handle confidential and time-sensitive information with discretion;
Availability to work overtime, as needed.

Responsibilities

Handles the electronic and paper filing of quarterly estimated tax payments, tax return extension requests, and annual tax returns;
Records and updates information required to use the IRS Electronic Federal Tax Payment System (EFTPS) as well as various state tax portals, and electronic filing via CCH Axcess;
Reviews all bank account statements, tax forms, and tax notices received, keeps a log of items that have been received and scans, uploads, and files in the DMS system;
Obtains financial statements electronically from various portals of financial institutions;
Obtains and manages the Trusts & Estates Department's block of Employer Identification Numbers ("EIN") and corresponds regularly with the IRS;
Assists in processing transfers of trust funds amongst financial institutions to ensure sufficient funds exist for tax payments and other disbursements;
Drafts letters or e-mails and corresponds directly with representatives at financial institutions, as needed;
Assists the Fiduciary Tax Manager in responding to Federal and state tax notices by preparing letters for certified mailing, or assists with electronic response submissions;
Ensures that all correspondence pertaining to tax notices is stored electronically on our DMS system;
Assists the Fiduciary Tax Manager in reconciling the digital tax log and ensuring all returns are filed timely;
Acts as a liaison between Cravath’s Fiduciary Accounting department and external tax and accounting preparers, ensuring that tax/accounting preparation invoices are paid, facilitates requests for various tax information, and takes note of tax payments instructed to be made by external preparers;
Assists in collecting trustee commissions by corresponding with internal departments to obtain required billing forms and communication with trustees/clients to obtain signatures authorizing commissions;
Assists in maintaining and updating record of annual Fixed payout distributions for trust beneficiaries and coordinates standing distribution instructions with financial institutions;
Takes note of expected tax refunds using CCH Axcess and work with fiduciary accountants to ensure expected refunds were received electronically;
Handles the distribution of client documents, tax forms, K-1s, and other information;
Manages the department calendar to track deadlines;
Provides general administrative support for the Fiduciary Accounting Department, including processing invoices and expenses;
Performs other duties, as assigned.