Tax Assistant (Admin)

Location: San Fransisco, CA, United States
Date Posted: 11-29-2018
Join one of the nation’s top accounting firms as well as one of the largest independent accounting and advisory firms in California.

POSITION SUMMARY
 
The Tax Administrative Assistant is responsible for providing administrative and secretarial support to his or her assigned Partners, Principals, Directors, Senior Managers, Managers and other client service staff, as well as backup support for members of the Tax Administration Team.
 
The basic duties and responsibilities of this position are described below. They represent typical elements and criteria considered necessary to perform the job successfully.  Other duties may be assigned to meet department needs.
 
ESSENTIAL DUTIES AND RESPONSIBILITIES
  • Can serve as a point of contact for clients both in the office and on the telephone, including: ensuring client messages are communicated to the appropriate client service staff, and following up with clients, when appropriate.
  • Schedules department appointments and meetings using Outlook.
  • Distributes mail daily
  • Responds to e-mail timely.
  • Composes and/or formats correspondence using Firm guidelines.
  • Prepares agenda and distributes minutes of department meetings.
  • Provides meeting coordination, including: reserving conference rooms, e-mail announcement to meeting participants, handouts, procurement of audio/visual aids, setup, and food and beverage service.
  • Develops/formats PowerPoint presentations.
  • Prepares power of attorney/declaration of representative form
  • Assembles tax returns and returns requiring more in depth/detailed assembly
  • Attends administrative group meetings, as scheduled.
  • Oversee/Coordinate office mailings: annual tax organizers, Y/E tax letter, engagement letters, tax updates, claims for refund letters, culling letters.
  • Responsible for posting and removing information on client portal as requested.
  • Responsible for tracking and ensuring all engagements undertaken are completed and filed in a timely manner, maintaining a firm wide database (Practice Management) to track engagement status, updated daily and compile and issue weekly/monthly status reports, consisting of due dates and engagement status to tax management team.
  • Responsible for electronic filing of tax returns/extensions.
  • Scans client and other requested documents and uploads into Engagement
  • Responsible for ordering of publications, newsletters, guideline books and manuals
  • Delivers incoming daily mail
  • Coordinates travel arrangements, i.e. hotel, airline reservations
  • Registers and purchases conferences, mixers, and other events
  • Works on special projects, as required (i.e., mass mailings, PowerPoint presentations, analysis reports, etc.)
  • Trains administrative staff on new procedures and monitors production quality.
  • Analyzes workflow and adjusts procedures to fit client service staff needs.
 
 
SKILLS AND ABILITIES:
  • Must have a high level of interpersonal skills to handle sensitive situations and confidential information. Position continually requires demonstrated poise, tact, diplomacy, and good judgment.
  • Consistent punctuality and dependability.
  • Attention to detail.
  • Good organizational abilities.
  • Excellent time management skills.
  • Client service oriented (internal and external).
  • Strong written and oral communication skills.
  • Able to work with minimum supervision.
  • Adept at learning new technology.
  • Able to multi-task and prioritize workload in a fast-paced environment.
  • Proficient in all MS office applications
  • Efficiency with Microsoft Office.
  • Professional appearance in accordance with Firm’s dress code.
 
 This job description reflects the present requirements of the position. As duties and responsibilities change and develop, the job description will be reviewed and be subject to amendment in consultation with the position holder.


 
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