Administrative Assistant

5 days ago

Tucson, United States BeachFleischman Full time

Administrative Assistant - Tax Assembly

BeachFleischman PLLC is the largest locally owned accounting, business advisory, and financial services firm in southern Arizona. Our team strives to enhance companies' and individual clients' financial health by adding value through long-term client relationships and individualized service.

We are seeking a proactive and self-motivated Administrative Assistant in our Tax Assembly Department to join our Tucson office.

SUMMARY DESCRIPTION

This position provides administrative support to our tax department. The Tax Assembler assembles tax returns for submission to clients and the IRS, types general correspondence, files electronic documents, provides administrative support on an as-needed basis, and acts as a backup for reception as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Tax Assembler:

  • Assemble federal and state tax returns.
  • Set up new clients using Caseware software and initiates engagement letters.
  • Accurately file documents electronically for easy retrieval in the future.
  • Track client data manually or by a computer as needed to ensure information is accurate, neat, organized, and retrievable.
  • Receive and complete multiple work tasks in a timely fashion, as assigned in writing or verbally, by various members of professional and administrative teams.
  • Back up any procedures performed by Assembly team members.
  • Call and greet clients in person to distribute tax returns.
  • Scan client tax documents into appropriate software.

Receptionist:

  • Answer and transfer calls on a multi-line phone system and deals with any queries that may arise.
  • Meet and greet clients, contractors, and visitors.
  • Prepare lobby and conference rooms each day.
  • Maintain beverage inventory for guests.
  • Coordinate and complete daily mailings.
  • Arrange for FedEx and courier deliveries.
  • Sort mail delivered to reception and date stamp all received correspondence.
  • Schedule meetings, conference rooms, and equipment as needed.
  • Handle sensitive and/or confidential documents and information.
  • Handle additional miscellaneous projects as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

  • Exceptional customer service skills and a high level of interpersonal skills to handle sensitive and confidential situations.
  • Demonstrates professional verbal and written communication skills.
  • 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 AND EXPERIENCE REQUIREMENT

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

PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT

  • No physical exertion required
  • Required to sit for long periods of time
  • Standard office working conditions

SCHEDULE

Standard Work Hours 8:00 AM - 5:00 PM, Monday - Friday

Busy Season Schedule 8:00 AM - 6:00 PM, Monday - Friday, Potential for Saturday work

Job Type: Full-time

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