Administrative Support

Administrative Assistant

Perform a variety of administrative and office support tasks for management and staff to aide in the efficient operation of the organization.

Core Duties:

Answer inbound phone calls
Greet clients, guests and maintenance personnel (Mainly front desk responsibility but must always be covered)
o Offer guests beverages (coffee, water, etc.)
General Clerical duties (i.e. scanning, filing, copying, faxing of documents)
Maintain FileCabinet (file electronic documents in the corresponding drawer and correct any previously misfiled documents that are found)
Maintain, retrieve and send files to offsite storage facility (Stevens and Stevens)
Schedule and coordinate meetings for management
Sort and distribute incoming mail and parcels
Maintain and stock office supply inventories (Quill)
Set up new clients in Practice management and UltraTax software (as well as Sharefile and/or NetPortal)
Create, kick off, and complete projects in Practice
Scan to FileCabinet and mail, fax or e-mail correspondence written by professional staff and management
Process Federal and State Tax Returns (Corporate, Partnerships, Trust, Individual and Estate)
o Scan and file into FileCabinet
o Prepare package for client to easily review and sign appropriate documents
Use UltraTax to e-file tax returns and extensions and retrieve acceptances (or rejections)
Work with tax staff to ensure that deadlines and extensions are not missed on projects
Upload of documents to Portal or Sharefile for secure electronic delivery to clients
Process credit card payments for client invoices
Take trash can out to the curb (twice a week)
Unlock/Lock gates
Send documents Certified/Return Receipt via USPS or FedEx when necessary
Ensure that the front office is in a presentable fashion to incoming visitors (lobby and conference room)
Create client relationships the majority of the time the administrative team is the only staff that clients meet. It is very important for the clients to recognize and trust the faces that they see
Complete any other administrative/clerical tasks that present themselves

Quarterly:
Process Quarterly Estimated tax payments
o Scan and file into FileCabinet
o Prepare envelope for client to easily send appropriate payment

January:
Use UltraTax to prepare, send and receive client tax organizers
Process (on occasion, type) W2s, 1098s, 1099s and other year-end tax forms
o Scan and file into FileCabinet
o Prepare package for client to easily review and sign appropriate documents

March and April:
Work closely with management to ensure that every tax return is delivered and filed or extended
September and October:
Work closely with management to ensure that every tax return that was extended is delivered and filed

November:
Monday after Thanksgiving the office Christmas tree is to be decorated
Stuff, label and mail Holiday cards

Flexible work schedule - which includes mandatory overtime during tax season.  Reliable and trustworthy.  Ability to work with diverse personalities and work evenings and weekends during tax season.

Pay rate: $15/hr. to $20hr.  DOE.

If interested please send your resume to: Tampa@TRNstaffing.com
Follow up at 813-258-4101