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Title

Paraprofessional/Administrative Assistant 

Description

Position Summary:

Performs administrative and paraprofessional work assisting several Directors; general office functions; performs related work as required. Will have significant interaction with firm clients and will function as client “relationship manager”.

Essential Job Functions:

  • Obtains, from clients and/or firm team members, client & firm confidential data.
  • Utilize organizational skills and high level of detail to electronically file documents received.
  • Receives electronic and hard copy information and scanning, filing as appropriate.
  • Handles parts of the relationship and most administrated functions of onboarding new firm clients.
  • Maintain passwords and log-in credentials to obtain authorized client data from outside parties.
  • Meets deadlines to match client and firm expectations for timely delivery of service.
  • Ensures client data is collected in a timely manner to comply with filing requirements.
  • Monitors due dates for all team income tax filings.
  • Seeks advice regarding issues and challenges relating to tax compliance.
  • Identifies missing items to prepare income tax returns & other related engagement items.
  • Organizes data and/or prepares & releases federal and various state income tax return extensions.
  • Prepares certain tax forms (i.e. power of attorney forms and other).
  • Handles regular correspondence with clients as delegated by Directors and other firm team members.
  • Interacts and communicates with other firm teams and personnel, firm clients, prospects & other 3rd parties to assist when needed.
  • Performs bookkeeping, journal entry posting, and report running using QuickBooks, excel and other similar software.
  • Adapt to changing technology & software.
  • Schedules appointments and keeps appointment calendars for multiple team members using Microsoft Outlook.
  • Prepares responses to client income tax notices received from the IRS and other government body agencies.
  • Arranges for meetings and conferences and may take notes.
  • Receives, reads and routes incoming mail to Director.
  • Composes routine correspondence.
  • Helps management of Director incoming emails as requested.
  • Maintains files of correspondence and other records.
  • Maintains control files/task lists for matters in progress.
  • Enters Director’s time and expenses into appropriate system.
  • Prepares monthly billing invoices and account statements for each assigned Director.
  • Manages directors accounts receivable and follows up on unpaid client amounts due to the firm.
  • Answers phone calls, reviews emails and other internal & external communication; answers questions or routes to appropriate team members.
  • Performs other duties as assigned.

 

 
Position Requirements

Education and Experience:

  • Minimum of 5 years of experience as an administrative assistant/office manager/paraprofessional.
  • CPA firm experience preferred;

 

Skills:

  • Strong desire to assist others and learn
  • High level of patience to assist firm clients who often require close personal attention and detailed instructions to comply with complex tax laws
  • Ability to perform several tasks concurrently with ease and professionalism.
  • Proficiency with Windows OS and Microsoft Office applications. (Excel, Word, PowerPoint and Outlook)
  • Ability to work in a deadline driven environment.
  • Knowledge of basic bookkeeping using QuickBooks software and Excel worksheets.
  • Knowledge of tax return assembly and filing.
  • Experience preparing income tax returns a plus.
  • Ability to perform clerical duties with speed and accuracy without immediate and constant supervision.
  • Desire to provide close personal attention to clients & co-workers
  • Desire to learn and be an integral member of a team
  • Good personal and people skills.
  • Ability to demonstrate sound judgment and analyze problems logically and comprehensively. Distinguishes between relevant and irrelevant information.
  • Ability to work effectively in a team environment as well as independently.
  • Ability to handle sensitive/confidential matters in a tactful and discreet manner.
  • Ability to interface with a variety of management levels.
 
Full-Time/Part-Time Full-Time  
Location Chicago  
EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.  

This position is currently accepting applications.

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