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Tax Administrative Assistant

3 months ago

Rockville, United States Sella & Martinic LLC Full time

**Overview**:
**Responsibilities**:

- Work closely with the Tax Administration Manager and Tax Administrator to provide general administrative support and assistance with various projects.
- Organizing and managing information - maintaining accurate and up-to-date records, files, and databases; as well as organizing documents, reports, and correspondence, ensuring easy retrieval when needed.
- Responsible for overall document organization including scanning and storage, both physical & within document management system.
- Scheduling and calendar management - managing schedules and calendars for executives or teams, coordinating appointments, meetings, and events; including sending out invitations, reserving meeting spaces, and handling any necessary logístical arrangements.
- Tax Department Coordination - keeping the department environment running smoothly is a key responsibility. This involves managing office supplies, ensuring equipment is operational, and arranging for any necessary repairs or maintenance.
- Data Entry and Record Keeping - perform data entry tasks, inputting information accurately into spreadsheets, databases, or other systems. Maintain organized records and assist in generating reports when needed.
- Document Preparation, Collation, and Assembly - assist in preparing and processing Tax documents, presentations, and reports, often using software like Microsoft Office Suite and Adobe Acrobat. This may involve formatting, proofreading, and ensuring the final product meets professional and firm standards.
- Assist finance department to ensure accurate financial records.
- Problem Solving - identifying and resolving routine operational issues; find solutions to logístical challenges, troubleshoot technical problems, and make quick decisions when necessary.
- Confidentiality and Discretion - maintain a high level of confidentiality and discretion in handling both internal and external communications.
- Administrative professional with experience in administrative and executive support
- Basic understanding of Tax and Accounting terminologies, Tax filing deadlines
- Understands and able to work in a very fast-paced, deadline-driven environment
- Excellent at multitasking, paying attention to detail, and work independently as needed.

**Experience**:

- 2+ years of experience in a similar role
- Excellent communication skills and ability to work in a team-based culture
- Able to learn in a fast-paced environment
- Project management or workflow management
- Possess strong computer literacy and proficiency in Microsoft Office (Excel, Word, PowerPoint, and outlook)

**Skills**:

- Professional verbal and written communication skills are a must.
- Exceptional customer service skills and a high level of interpersonal skills to handle sensitive and confidential situations.
- Ability to represent the firm professionally in all interactions with internal and external clients.
- Experience using Microsoft Office software.
- Team Player who contributes to building a positive team spirit; puts success of the team above own interests, and supports everyone's efforts to succeed.
- Demonstrates initiative by volunteering readily to help achieve company objectives.
- Ability to prioritize work to balance multiple projects.
- Demonstrated skills in meeting deadlines and attending to details.

**Education**:

- High School degree or equivalency diploma. Associates degree or some college coursework preferred.
- Minimum of two years of related experience, multi-line phone system, or administrative assistant experience preferred.

Pay: $23.00 - $25.00 per hour

Expected hours: 40 per week

**Benefits**:

- 401(k)
- Health insurance
- Paid time off

Schedule:

- Monday to Friday
- Weekends as needed

**Experience**:

- Customer service: 3 years (preferred)

Ability to Commute:

- Rockville, MD 20852 (required)

Ability to Relocate:

- Rockville, MD 20852: Relocate before starting work (required)

Work Location: In person