Temporary Tax Administrative Assistant

PDS Health•Irvine, CA

4d•$75,000 - $93,000

About The Position

Now is the time to join PDS Health. You will have opportunities to learn new skills from our team of experienced professionals. If you're ready to take your career to the next level and gain valuable experience, apply today! Tax Staff I is responsible for undertaking a wide range of high-level duties for the VP, directors and managers while providing administrative assistance enabling the department to work efficiently and effectively toward reaching the department’s goals. Tax Staff I acts as the point of contact within and outside the department for requests and notices and works swiftly and efficiently to ensure timely turnaround to meet tight deadlines. The individual is responsible for managing projects and processes and is tasked with administrative responsibilities including staff resource scheduling and the secure delivery of tax returns and other tax documents to Doctors and Shareholders as well as external Tax authorities. Individual must be self-motivated and proactive with a strong emphasis on organization and an unwavering attention to detail.

Requirements

Strong Microsoft Office Suite skills, including Excel advanced formulas and applications, Word and PowerPoint software applications, Adobe Acrobat as well as commonly used internet browsers.
Bachelor’s degree in related field of study, in lieu of degree 5+ years if experience in related field. In addition, 2+ years of professional experience.
Maintain a highly professional demeanor with the critical ability to uphold confidentiality.
Ability to multitask and remain composed under pressure.
Ability to work independently and collaboratively.
Ability to independently craft communications.
Excellent time management skills.
Detail Oriented including strong writing, proofreading, editing and language skills.
Strong abilities in managing the daily operations of department(s) or work unit while developing long term (3-5 years) goals.
High level of influence and trust within the organization
Strong strategic thinking abilities to understand and process complex information and exercise sound judgment.
Highly developed teambuilding, influencing, and collaboration skills.
Ability to possess “big picture” perspective and communicate that through the proper level of articulation across teams and departments.
High level of drive and energy, not afraid to initiate action before all the facts are known, drive to finish everything that is started.
Ability to direct the work of others and work as a team leader in attainment of goals.
Ability to interpret and apply policies and procedures.
Ability to handle and maintain extreme confidentially with employee records, compensation information, etc.
Ability to read, analyze, and interpret documents such as partnership sales documents or operating agreements.
Strong quantitative, analytical skills, verbal and written communication and relationship building skills.
Accurate grammar, spelling, and verbal communication skills; familiarity with corporate structures, entities, and the formation thereof and associated legal and tax terminology.

Responsibilities

Provide a wide variety of administrative support functions to the VP, directors, managers, and tax team, including arranging and handling all logistics for meetings and events: scheduling meetings; drafting agendas; developing, compiling, distributing, and editing presentation materials; and recording meeting minutes.
Coordinate action items from team meetings and assist with creating status updates on various team efforts and projects.
Work closely and effectively to schedule department tasks and resources, keep the team well-informed of upcoming commitments and responsibilities, and following up as appropriate.
Communicate the status of work and potential issues with seniors and managers on a timely basis.
Assist with coordinating, contacting, and scheduling tax briefings with Owner-Doctors and Regional Partners.
Manage comprehensive compliance records of tax clients and non-clients for the tax team, ensuring the lists are accurately updated and reconciled as necessary to keep information current and reliable
Assist in the gathering, redacting, and securely delivering tax return documents to Owner-Doctors, RPs, SHs, and Executives, including federal and state individual and business tax returns, K-1 schedules, 4868 extensions, and e-filing confirmation forms, among other tax files, and manage the data storage and retrieval system.
Draft written communications to Owner-Doctors, RPs, SHs, and Executives for the tax department as needed. Also, manage and respond to internal communications with the direction from senior management.
Assist with resolving IRS and state tax authority notices and audits by preparing written correspondences, which may involve calling, faxing, emailing, sending postage/certified mail, scanning, copying and full documentation.
Monitor federal, state, and local tax-related filing deadlines to ensure timely compliance with tax reporting and payment requirements and oversee electronic filing of tax returns.
Prepare and maintain a checklist of all tax returns, reports, and registration requirements within each state and city where a practice is opened.
Manage information systems operations, including hardware, software, and desktop support.
Manage the tax department’s Service Desk ticketing system and resolve requests by researching inquiries and notices and forwarding them to appropriate person/department.
Manage the department’s software licenses and users for each program, update and reconcile as needed, and assist with updating subscription renewals and tracking.
Update the various tax team’s distribution lists and online profiles.
Receive all department mail and distribute it to the appropriate person/department. Also send tax returns, notice responses, extensions by certified mail, create certified mail labels and ensure all mail is tracked via USPS.
Function as a liaison to other departments and provide support to the department’s VP, directors, and managers.
Invest in building long-lasting relationships both externally and internally.
Anticipate needs and actively seek out solutions. Determine and implement process improvements.
Maintain an appropriate professional appearance and demeanor in accordance with Company policy.