Administrative Assistant (Tax Department)

Overview

• Provide administrative support to the tax department, ensuring smooth operations and efficient handling of client documents.
• Assist in preparing, organizing, and managing tax-related documents and statements with attention to confidentiality.
• Coordinate mail and courier services for timely delivery of client materials and tax returns.
• Perform administrative duties such as drafting engagement letters, correspondence, and reports.
• Collaborate with managers and principals to ensure accurate handling of client information and reports.
• Support invoice approvals and administrative tasks for various tax departments.
• Maintain confidentiality and professionalism in all interactions and document handling.
• Work on-site five days a week, ensuring availability for immediate support.

Key Responsibilities & Duties

• Prepare and organize tax client documents, ensuring accuracy and compliance with procedures.
• Process outgoing mail and packages using USPS, FedEx, and other services.
• Arrange courier services or personally transport mail as required.
• Draft and finalize engagement letters, correspondence, and reports from drafts.
• Manage the printing, organizing, and binding of client tax returns.
• Ensure the return of original client tax documents via courier services or mail.
• Provide administrative support for invoice approvals and other departmental tasks.
• Maintain and manage highly confidential client information securely.

Job Requirements

• High School Diploma or GED required; Bachelor’s degree preferred.
• Minimum of three years of administrative experience; professional services firm experience preferred.
• Advanced proficiency in Microsoft Office Suite; experience with PeopleSoft Financials is advantageous.
• Ability to work in a deadline-driven environment, managing multiple tasks with attention to detail.
• Excellent written and oral communication skills, including grammar, spelling, and punctuation.
• Superior customer service skills with independent judgment and diplomacy.
• Exceptional organizational skills and ability to handle highly confidential information.
• Team-oriented mindset with willingness to assist as needed.