Tax Administrative Assistant

The Tax Administrative Assistant provides overall administrative support to the Tax service line and is responsible for organizing and preparing necessary documents for accountants as needed. They ensure tax returns, forms/reports, and various letters adhere to firm standards according to policies and procedures in place. Additionally, the role involves front desk support, overseeing office tasks, managing incoming calls, coordinating lunch orders, welcoming guests, maintaining office supply inventory, monitoring data for our tax partners, and managing mail correspondence.

Success Factors

Responsibilities

• Collaboratively manage front desk operations, including coverage during staff breaks, lunches, and periods of leave.

• Process all mail-related tasks, including sorting and dispatching incoming/outgoing mail, handling Certified Mail with tracking, and coordinating with carriers like UPS & USPS.

• Oversee the 1040 Sign-In Exton mailbox, ensuring timely responses and follow-ups.

• Jointly responsible for inventory management, including tracking, ordering, and organizing office and kitchen supplies, as well as RKL stationery.

• Serve as the alternate point of contact for the RKL Admin Processing Desk in Exton, addressing all administrative inquiries and providing support to the Capital Region Processing Desk as needed.

• Provide primary support to the Tax department and secondary support to the Risk, Internal Audit, IS, and Audit teams.

• Coordinate the ordering of lunches during peak seasons and arrange catering for meetings.

• Execute new client onboarding processes using systems such as Star, Axcess, and GFR, including updates to the Tax Arrangement Letters tracking list.

• Manage electronic signatures and documents through DocuSign for Tax Arrangement Letters.

• Maintain a professional office environment; this includes tidying the conference room and replenishing supplies in mini fridges.

• Collaborate with the Marketing team to prepare materials for events and update display sheets.

• Offer IT support by assisting with staff equipment needs, troubleshooting conference room technology, and handling IT deliveries.

• Assist the HR department with the collection and management of company equipment and other tasks as required.

• Participate in building management by submitting work orders and communicating any office or building-related issues.

• Prepare organizers for distribution to clients

• Process engagement letters and other client-related documents

• Ensure all tax returns are processed in a timely manner and ensure that the due dates are met

• Electronically track and save returns according to firm guidelines

• Assist staff with office activities including typing, faxing, scanning, copying, communication with clients on a needed basis, scheduling travel, etc.

• Provide back up for front desk, including mail handling and UPS packages, and greet clients in a professional manner

• Provide exceptional customer service both internally and externally

• Work collaboratively to provide support to other team members in the firm

• Other duties as assigned, may be crossed trained

People Management/Relationships

• Take initiative to be a team player (seek out opportunities to help others)

• Treat everyone with respect

• Develop loyalty and trust with team

• Successfully adapt to different personalities and working styles

• Proactively and effectively communicate information regarding status issues to team members

• Hold self accountable for assigned work; seek continuous feedback to learn and develop in role; open to new ideas and suggestions

Required Skills

• Excellent organization skills and strong attention to detail

• Multi-tasker with the ability to prioritize work accordingly

• Excellent verbal and written communication skills

• Ability to work autonomously under the pressure of tight deadlines and multiple priorities

Education, Experience and Certifications

• 2+ years' experience in an administrative function

• Prior tax processing or professional services industry knowledge preferred

• Knowledge of general office methods and procedures, filing, telephone support, scanning and office equipment

• Ability to format information as requested in Excel, Word and PowerPoint and leverage internal systems

• Excellent attention to detail and deadlines with the ability to manage multiple projects at once

Essential Functions

• Must be able to remain in a stationary position as needed

• The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery etc.

• Constantly operates a computer and other office productivity machinery, such as an adding machine, copy machine, and computer printer

• Ability to communicate in a professional manner and exchange information with internal and external actors as needed

• Ability to lift/carry up to 20 pounds

• Ability to work outside of normal business hours and weekends as needed

• Ability to travel to other office locations as needed, overnight travel may be required

• This job description is subject to change at any time and employee will be given additional responsibilities as assigned.

Salary Range:

$20.00 - $28.00