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Operations Assistant

3 months ago

Chicago, United States Proactive Solutions HR Full time
Job DescriptionJob DescriptionJob Title: Operations AssistantLocation: 60631Job Type: Full-time, onsite 5 days/week
Job Summary: The Operations Assistant will play a critical role in supporting our CPA firm’s operations. The ideal candidate will be responsible for managing data entry tasks, communicating with clients to ensure timely submission of documents, and assisting with the e-filing of tax forms. This position requires strong organizational skills, exceptional attention to detail, and the ability to manage multiple tasks efficiently.
Key Responsibilities:
  • Data Entry: Accurately input client information, financial data, and other relevant details into the firm's database and accounting software, ensuring precision and completeness.
  • Client Communication: Track down clients for necessary documents, signatures, and other required information via phone, email, or other communication platforms.
  • E-Filing: Assist with the electronic filing of tax documents and other necessary forms, ensuring compliance with deadlines and regulations. Attention to detail is crucial to avoid errors in these critical filings.
  • Document Management: Organize, scan, and maintain both physical and electronic records of client documents, ensuring all records are up-to-date and accurately filed.
  • Appointment Scheduling: Coordinate and schedule appointments for CPAs and other staff members with clients.
  • General Administrative Support: Provide general administrative support to the team, including answering phones, responding to emails, and handling correspondence.
  • File Organization: Maintain organized and up-to-date filing systems, both electronically and physically, with a focus on meticulous accuracy.
  • Assist with Special Projects: Support the team with various projects as needed, including preparing reports, spreadsheets, and other documents where attention to detail is essential to producing high-quality work.
  • Office support: Ordering lunches, supplies and providing other office support.
Qualifications:
  • Associates or Bachelors degree preferred.
  • Proven experience in an administrative or data entry role, preferably within a CPA firm or financial services environment.
  • Strong computer skills, including proficiency in Microsoft Office Suite (Word, Excel, Outlook).
  • Experience with accounting software (e.g., QuickBooks, ProSeries) is a plus.
  • Exceptional attention to detail and accuracy in all aspects of work.
  • Excellent communication skills, both written and verbal.
  • Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
  • Ability to handle confidential information with discretion.
Benefits:
  • Competitive salary
  • Health, dental, and vision insurance
  • Retirement plan options
  • Paid time off and holidays
  • Professional development opportunities