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Administrative Specialist

4 months ago

Indianapolis, United States Vaco Full time
Vaco Indianapolis has partnered with a company in downtown Indianapolis to fill a Tax Processing Specialist role. This is a contract-to-hire onsite (NOT remote) position. Opportunity for hybrid schedule if hired on permanently.

POSITION SUMMARY
 The purpose of this job is to support the Tax department by processing returns after they have been prepared, checking for errors, assembling for filing, and maintaining associated records.

ESSENTIAL DUTIES AND RESPONSIBILITIES
 The essential duties and responsibilities include, but are not limited to, the items listed below. Other duties may be assigned as necessary.
  • Tax Review
    • As Needed: Update and maintain the Tax Processing instruction manual (5%)
    • Daily: Pre-assembly, assembly and post-assembly review of tax returns (75%)
  • Tax Processing
    • Daily: Deliver returns to in-house signers or package for shipping to signers in other offices (10%)
    • Daily: E-file return or process paper filing (20%)
    • Daily, Monthly: Process extensions (10%)
    • Daily: Secure and return client source documents (10%)
    • Weekly, Monthly: Process reports showing status of tax returns (5%)
    • As Needed: Proofread any materials prepared in Tax Processing (5%)
    • As Needed: Perform various tasks in GoSystem for the Tax staff, such as roll locators, run query reports and print organizers (10%)
    • Annually: Assist with preparation and distribution of tax organizers (10%)
    • Annually: Assist with preparation and distribution of Unilateral Engagement Letters (10%)
    • Monthly: Print, distribute and file Tax Action Bulletins (5%)
  • Miscellaneous
    • Weekly, Monthly: Assist with inventory and ordering of supplies (5%)
    • As Needed: Cross-train other administrative staff in Tax Processing (5%)
    • Weekly, As Needed, As Assigned: Provide back-up administrative coverage including, but not limited to, Receptionist, Office Services and Administrative Specialist (5%)
KNOWLEDGE, SKILLS AND ABILITIES
 This position requires a flexible team player with a meticulous attention to detail and experience working in a professional office environment. Excellent organizational skills and the ability to prioritize and work well in a fast-paced environment are essential. Keyboarding competency and an intermediate knowledge of Adobe Acrobat, Microsoft Word and Excel are required.

Physical requirements of the job include: the ability to work at a computer for long hours; the ability to move throughout the office to retrieve and deliver files that weigh as much as 10 pounds; coping with high stress levels during peak season(s) which may necessitate 12 to 16-hours daily, 7-days a week.