Tax Office Assistant

Description

At Judy Gilmer Tax Services, smooth processes and systems are the key to our success. We’re looking for an in-office assistant who has excellent organizational skills and a personable disposition to keep us thriving. The ideal candidate will be a fast learner who has a natural flexibility in handling day-to-day routines as well as the unexpected. The Assistant will provide strong, reliable support for operations and help us achieve organizational efficiency by nurturing a positive, inclusive work environment. The person in this role will establish and cultivate strong working relationships with local and remote employees. The office assistant will work 32 - 40 hours per week, helping with day-to-day office operations while supporting management and the rest of the team, as well as working with clients and their files. The goal of the office assistant is to ensure support activities are carried out efficiently and effectively and to collaborate in an engaging office culture that reflects our values.

Tax Office Assistant Job Responsibilities:

• Support company operations by maintaining office systems and working with in-house and remote staff

• Answer telephone calls and emails and direct them to relevant staff

• Maintain office services by managing the flow of client documentation and correspondence

• Foster an inclusive & collaborative culture

• Provide administrative support for tax preparers and client managers

• Support clients in preparing for tax appointments

• Be responsible for procedures for the retention, protection, retrieval, transfer, and disposal of records.

• Provide direct administrative support as needed, including scheduling appointments, meetings, and events; book travel; maintain file systems; and update contacts databases

• Oversee and maintain office equipment for uninterrupted function, identify supply needs, and make postal deliveries and bank deposits when needed

• Provide assistance to clients who need help navigating our secure portals/platforms

• Provide occasional assistance for sick/vacation coverage

• Other administrative tasks and special projects, as needed

Tax Office Assistant Qualifications / Skills:

• Encourage a positive and friendly experience for clients who contact the office

• Consistently meet deadlines while maintaining high quality work, and client and team relations

• Ensure peak operations for the organization and continually look for solutions to create more efficient processes.

• Maintain open lines of communication

• Be a creative problem solver who can work independently with a solution-minded approach and can see problems as opportunities

• Possess a go-getter attitude and a drive to get things done with quality and within the stipulated timeline

• Have a STRONG attention to detail and solid organizational skills, familiarity with a team's functioning, and a respect for the hierarchy structures

• Be able to edit and proofread reports and presentations

• High computer literacy

• Be self-directed, autonomous, and motivated; able to multitask, and highly detail oriented.

• Scan and upload documents to appropriate file servers and platforms

• Handle sensitive and confidential material in a responsible manner

• Be a fast, accurate learner

• Be comfortable learning and working with a variety of software applications and platforms

• Able to work additional hours as needed, including weekend hours during busy seasons (typically February-April and September-October).

Education and Experience Requirements:

• High school diploma

• Two to three years’ experience in a professional office setting (experience in a tax office is a plus)

• Proficient with Windows, Microsoft Office, and Google Suite software

Education and Experience Preferences:

• One year of accounting

• College-level writing classes

Candidate must demonstrate eligibility to work in the United States

Candidate must be in compliance with their federal, state, and local tax filing requirements

Judy Gilmer provides equal employment opportunities to applicants and employees without regard to race, color, religion, age, sex, sexual orientation, gender identity/expression, national origin, protected veteran status, disability status, or any other legally protected basis, in accordance with applicable law.