Administrative Assistant
Full Time Remote Available at tax resolution Firm located in Tampa Bay, Florida.
Overview
We are seeking an experienced and motivated administrative assistant to join our firm. Our ideal candidate will provide support and assistance in a responsible manner to our tax professionals, and firm executives. As an administrative assistant, you will play a vital role in ensuring the smooth operation of our firm including handling client documents, scanning and filing paperwork, preparing engagement letters, maintaining office efficiencies, answering phones, scheduling meetings, prepping tax documents, maintaining client reports, responding to emails and assisting clients with their inquiries, and correspondence.
Administrative Assistant Responsibilities:
Client Interaction and Communication:
● Provide a high level of customer service and professionalism with clients and co workers over the phone, via email, Microsoft Team, Zoom, and respond promptly to scheduling requests, appointments, inquiries and updates on client services, document submissions for business and tax-related matters.
Document and Data Management:
● Organize and maintain physical and digital client files, records and databases ensuring confidentiality, accuracy and completeness.
● Scanning and digital filing of tax documents into client files.
● Ensure the security and confidentiality of sensitive client information and documentation.
● Assist in formatting tax documents, reports, and correspondence.
Data Entry and Filing:
● Input and update client information and documents in company CRM and database.
● Collate tax returns for clients and government filings, checking for signature accuracy and completeness before mailing and include relevant mailing envelopes.
● Verify the delivery method for each client, update the internal team on the progress of each file.
● Arrange for mailing, courier service, or overnight mail for document submissions.
Client Engagement Support:
● Edit and Track Engagement Letters for new and existing clients; keep the team informed about the status of the engagement letters and process.
Administrative Support:
● Provide general administrative assistance to the tax professionals and firm executives, including handling incoming phone calls, managing emails, setting up and completing new and existing client forms/files, preparing documents, filing, scanning, and organizing of client documents.
● Schedule appointments and meetings, as requested for firm executives and accounting professionals.
● Manage incoming and outgoing correspondence, emails and phone calls.
● Scan all tax data and correspondence and support the team in meeting deadlines and project timelines.
● Submit documents to the IRS and and other government entities and request transcripts as requested by tax and accounting professionals.
● Assist in organizing and maintaining office operations including maintaining office supplies, equipment and facilities.
Financial Support:
● Assist with basic accounting tasks such as invoicing, billing and the processing of payments.
Team Collaboration:
● Collaborate with tax professionals and firm executives to ensure efficient workflow and communication.
● Assist with special projects and tasks as assigned by management.
Qualifications and Experience:
● Previous experience as an administrative assistant in a tax, accounting or law firm is preferred.
● Excellent communication skills and the ability to work in a team-based environment and culture.
● Able to learn in a fast-paced environment.
● Possess strong computer literacy and proficiency in Microsoft Office Suite, Excel, Word, Outlook and basic accounting software.
Skills:
● Professional verbal and written communication skills are a must.
● Exceptional customer service skills and a high level of interpersonal skills to handle sensitive and confidential situations.
● Ability to represent the firm professionally in all interactions with internal and external clients.
● Team player who contributes to building a positive team spirit.
● Demonstrates initiative to help achieve company objectives.
● Ability to balance client projects.
● Demonstrated skills in meeting deadlines and attending to details.
● Must be able to work overtime during tax season.
● Has the ability to work independently.
Education:
● High School diploma required. Associate degree preferred.
Job Type:
● This is a full time job.
Benefits:
● 401(k)
● 401(k) matching
● Paid time off
● Vision insurance
Schedule:
● 8 hour shift 8-5 (1 hour Lunch)
● Monday to Friday
Work Location:
● Remote or in office available at our firm which is located at St. Petersburg, FL.
EQUAL OPPORTUNITY EMPLOYER
We are an Equal Opportunity Employer encouraging diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race; color; religion; national origin; sex; pregnancy; sexual orientation; gender identity and/or expression; age; disability; genetic information, citizenship status; military service obligations or any other category protected by applicable federal, state, or local law.
Job Type: Full-time
Pay: $18.00 – $20.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Vision insurance
Schedule:
- 8 hour shift
Experience:
- Microsoft Excel: 3 years (Required)
- Accounting software: 1 year (Preferred)
- Customer service: 3 years (Required)
- Microsoft Word: 3 years (Required)
Location:
- Clearwater, FL (Required)
Work Location: Remote
https://www.glassdoor.com/Job/saint-petersburg-fl-us-jobs-SRCH_IL.0,22_IC1154421.htm?fromAge=1
