Administrative Assistant

Job Description:

A small CPA office is seeking a professional and effective communicator to be their admin assistant. They are a very digitally savvy office and very fast paced. Below are a list of the responsibilities for the Administrative Assistant.

- Answering all incoming phone calls and taking detailed messages, first point of contact

- Gather, sort, and label data for tax returns and contact client to obtain missing data

- Scheduling and sending out invoices for consultations

- Will need to read notices from IRS and FTB to make sure if it needs the CPA's attention or if it can be handled (will be trained)

- Helping with letter requests from clients, navigating emails for the CPA and handling questions and researching before handing it to the CPA

Requirements:

Experience in a CPA firm where 1099's and tax filing were done is a PLUS

Ability to work in a fast-paced environment is a MUST

Greet clients and visitors and direct them to the appropriate personnel

Use office programs to organize and report data as needed (Excel, Word, Google Suite, Adobe) MUST BE PROFECIENT

Answer and transfer phone calls

Schedule appointments and maintain the office calendar

Manage incoming and outgoing mail and deliveries

Maintain a clean and organized reception area

Provide administrative support to staff as needed

Assist with filing, scanning, and data entry as needed

Sort through various tax forms

Request annual tax return forms from clients

Prepare client return documents for tax return preparation

Statement of Information Filing

Power of Attorney

Process payments to taxing agencies

Maintaining annual reporting for assigned clients

The selected candidate will train in the back of the office with other staff until they acclimate to the role. Eventually they will sit at the front desk as the main greeter/answering phones, but the role is a heavy admin position with additional reception duties.

Expected hours: 40 per week, on site (Work on Saturdays as needed through the end of tax season and again during extension time which is usually from August 1-October 15th)

Job Type: Full time

Compensation: $23/hour DOE

If interested, please respond back with your resume and desired salary expectation

Job Type: Full-time, Direct Hire- There are benefits and it will be discussed

Physical setting: In office in Pasadena, CA - NOT REMOTE AND NOT HYBRID

Office Schedule: 9am-6pm Monday to Friday. Some Saturdays during tax season - this is OT pay on top of the typical 40 weekly hours. Employees may opt for a 30min lunch and collect the 2.5 weekly OT since office hours are 9am-6pm, or take a 1hr lunch.