Administrative Support Specialist

4 days ago

Tucson, Arizona, United States BeachFleischman Full time
Administrative Assistant - Tax Assembly

BeachFleischman PLLC, the largest locally owned accounting, business advisory, and financial services firm in southern Arizona, is seeking a proactive and self-motivated Administrative Assistant to join our Tax Assembly Department in our Tucson office.

Job Summary

This position provides administrative support to our tax department, including assembling tax returns for submission to clients and the IRS, typing general correspondence, filing electronic documents, and providing administrative support on an as-needed basis.

Key Responsibilities
  • Assemble federal and state tax returns, ensuring accuracy and timeliness.
  • Set up new clients using Caseware software and initiate engagement letters.
  • Accurately file documents electronically for easy retrieval in the future.
  • Track client data manually or by computer 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 procedures performed by Assembly team members.
  • Call and greet clients in person to distribute tax returns.
  • Scan client tax documents into appropriate software.
  • Answer and transfer calls on a multi-line phone system and deal 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.
Requirements
  • 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
  • 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.
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.

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