Tax & Consulting Admin Specialist - Rockford or St. Charles, IL

Savant Wealth Management•Rockford, IL

24d•$20 - $25•Onsite

About The Position

Join our dynamic Tax Team as an Admin Specialist, where you'll play a key role in supporting financial planning, wealth transfer, and tax services—collaborating across teams and with clients in a fast-paced, client-focused environment. If you're organized, communicative, and thrive on making an impact, we want to hear from you—this role can be based in either our Rockford or St. Charles office. 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. For nearly 40 years, Savant Wealth Management has served as a trusted advisor to established individuals, families, and businesses seeking clarity and confidence in their financial lives. We are a fee-only, independent, fiduciary wealth management firm providing comprehensive guidance on investments, financial planning, tax and business consulting, estate planning, trust services, and family office support. At the heart of our firm is a culture of lifelong learning—one that values curiosity, continuous improvement, and helps our clients build their ideal futures. If you want to be part of a culture that is defined by strong values - Savant is right for you. The Tax Admin Specialist can expect to focus in the following areas: 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 Tax & Business Services 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 A couple things to note about our Tax Admin Specialist position: This is a full-time 40 hour/week hourly position. This position will be located out of our Rockford or St. Charles, IL office. The schedule is Monday – Friday 8:00am – 5:00pm

Requirements

Education: High School Diploma or its equivalent, some college preferred
Experience: 1-3 years work experience in an administrative support role preferably in a financial services firm, accounting firm, or a related industry
Proficiency with Word, Excel and Outlook
Strong organizational skills required. Candidate needs to balance the needs of different timetables.
Excellent analytical and project management skills required
Detail-oriented with a high degree of accuracy
Excellent communication and listening skills
Client first attitude
Team player, collaborative, able to work with and through others

Nice To Haves

Previous experience with professional tax preparation software, such as Thompson Reuters Ultra Tax, strongly preferred

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

Benefits

Benefit Eligibility on Day One: Enjoy immediate access to a robust benefits package starting on your first day of employment.
Choice of Medical Plans: Select from two medical plans tailored to fit your needs.
Health & Wellness Accounts: Opt for a Health Savings Account (HSA) or Flexible Spending Account (FSA) to manage your healthcare expenses.
Flexible Dental Coverage: Choose between two dental plan options for optimal oral health.
Vision Insurance: Keep your eyes healthy with our vision insurance plan.
Company-Paid Life & AD&D Insurance: Feel secure with fully covered basic life insurance and accidental death & dismemberment benefits.
Company-Paid Disability Coverage: Rest easy knowing you’re covered with both short-term and long-term disability plans.
401(k) with Company Match: Invest in your future with both Roth and Traditional 401(k) plans, featuring a per pay period company match.
Generous Paid Time Off: Benefit from PTO that increases with your years of service, at least 11 paid holidays each year, a paid day each year for your Savantiversary, and enjoy shorter work weeks with our Summer Hours.
Additional Leave and Time Off Benefits: Personal leave, parental leave, professional development paid time, and bereavement pay are just a few examples of how you will be supported with time off and other benefits during life's most critical moments.
Dress Code: Enjoy a “Dress for Your Day” approach to your style. We offer wardrobe flexibility based on office culture, client expectations, and your daily schedule.
Employee Recognition: Enjoy monetary awards through our recognition program.
Team Incentive Plans: Participate in our team incentive plan for additional earning opportunities.
Employee Assistance Program: Access support through our Employee Assistance Program whenever you need it.
Exclusive Discounts: Take advantage of various discount programs for additional savings.
Wellness Reimbursements: Get reimbursed for gym memberships and other wellness programs to stay fit and healthy.
Additional Perks: Get reimbursed for your warehouse club memberships and receive an allowance for Savant Swag.