Tax Administrative Assistant
About The Position
WilkinGuttenplan is seeking an experienced Administrative Assistant to support the firm’s leadership and administrative department. The role works with partners, managers, accounting staff, and audit and tax teams, handling a variety of accounting, communication, and office-administration assignments. A key focus is supporting the individual tax (1040) intake process, including checking client document sets, processing tax documents, and identifying matters that need escalation. The successful candidate brings strong interpersonal, communication, and organizational skills and a continuous-improvement mindset. The position also supports tax workflows and deadlines, client communications, e-filing, tax-return assembly and delivery, and administrative work for multiple partners and managers. Additional work may include supporting the CIRA and A&A teams, notarizing documents, and completing other assignments and special projects. The firm offers fully virtual or hybrid work arrangements, with the ability to come into the office as needed preferred. Overtime may be required during busy season and major deadlines.
Requirements
- At least 3 years of administrative experience.
- Working knowledge of individual tax documents, including W-2s, 1099s, brokerage statements, and K-1s, and what constitutes a complete document set for an individual return.
- Strong attention to detail, proofreading, and problem-solving skills.
- Ability to prioritize multiple assignments, manage interruptions, and shift priorities with ease.
- Ability to maintain a professional demeanor in a fast-paced, deadline-oriented environment.
- Polished written and verbal communication skills and professionalism when interacting directly with clients.
- Ability to maintain complete confidentiality when handling sensitive information.
- Energetic team player with a positive attitude.
- Proficiency in Microsoft Word, Excel, Outlook, and Adobe.
- Ability to come into the office as needed is preferred.
- Overtime may be required during busy season (January through April, including some Saturdays depending on workflow) and during September and October major deadlines.
Nice To Haves
- CPA or professional services firm experience.
- Experience with GoFileRoom, CCH, or GoTax.
- Notary experience or qualification.
Responsibilities
- Manage individual client 1040 intake by reviewing W-2s, 1099s, brokerage statements, and K-1s to confirm document sets are complete before they go to the preparer.
- Use tax software, scan-and-import tools, PDF tools, and AI tools within firm policy to process client documents and review outputs for accuracy.
- Recognize routine missing documents and identify issues that should be escalated to a preparer or reviewer.
- Communicate with clients by phone and email about outstanding documents, deliverables, and general requests.
- Handle e-filing and qualifying of tax returns and tax-related workflows.
- Manage the annual rollover of tax locators.
- Assemble and process tax returns for electronic and hard-copy delivery to clients.
- Compose, maintain, and update client engagement letters.
- Arrange spreadsheets and miscellaneous reports as requested.
- Assist with drafting new client forms.
- Assist with tax workflow tracking and liaise with tax staff to ensure work is addressed and deadlines are met.
- Assist the CIRA Department with administrative tasks, such as e-filing and workflow processing.
- Cross-train to support the A&A team with administrative tasks as needed.
- Draft Powers of Attorney, Installment Agreements, and similar documents.
- Process 1099s.
- Assist multiple Partners and Managers with administrative functions, client-related matters, correspondence, coordination, calendars, and client contacts.
- Manage GoFileRoom tax workflows, rollovers, and tracking to meet critical deadlines.
- Collaborate with the administrative team to ensure daily workflow is handled effectively.
- Review and notarize documents.
- Complete other administrative assignments and special projects, including mailings, faxing, filing, copying, and scanning.
Benefits
- Generous paid time off.
- Medical insurance.
- Dental insurance.
- Vision insurance.
- 401(k) with employer match.
- Summer Fridays.
- Flexible work schedules.
- Fully virtual or hybrid work arrangements.
- Performance award (bonus) eligibility.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
