Entry Level Tax Preparer/Office Administrator

Classification: Non-exempt

Summary/Objective

The Entry Level Tax Preparer/Office Administrator will manage office activities and operations, provide clerical and administrative support to management, and assist in tax preparation on a project basis.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Oversee office activities to ensure efficiency and compliance with company policies.
• Assist clerical staff with their assigned duties, particularly for complex or sensitive tasks.
• Manage telephone services, email correspondence, and mail distribution.
• Schedule and manage appointments using calendaring tools like Outlook.
• Answer and direct phone calls and review voicemails.
• Maintain office supplies inventory, order as needed through Quill.com, and conduct weekly inventory checks.
• Maintain records, documentation, and sensitive files, including employee records.
• Prepare and code invoices, set up new accounts, and reconcile accounts.
• File required tax forms with federal, state, and local government agencies.
• Prepare and calculate taxes owed or refunds due to clients using appropriate accounting software.
• Submit tax returns to an accountant for review, meet with clients for document drop-off, present approved returns to clients, and file returns.
• Stay updated on changes in tax law by reading professional literature or attending seminars.
  
  

Competencies

• Proficiency with Microsoft Office Suite, particularly Outlook.
• Interest in tax preparation and the accounting field.
• Strong verbal and written communication skills.
• Organizational skills with attention to detail.
• Effective time management with a proven ability to meet deadlines.
• Ability to prioritize tasks and delegate as needed.
• Capability to operate standard office equipment.
  
  

Supervisory Responsibility

This position oversees the daily workflow of administrative staff, assigning tasks to ensure efficient office operations.

Work Environment

This job operates in an office setting and routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

Physical Demands

The physical demands include prolonged periods sitting at a desk and working on a computer. The employee may occasionally need to lift office supplies, up to 15 pounds, and be able to bend and stand as necessary.

Position Type/Expected Hours of Work

This is a part-time position, with working hours from Monday, Wednesday, and Friday, 9:00 a.m. to 5:00 p.m., totaling 24 hours per week. Occasional additional hours may be required based on job needs.

Travel

This position does not require travel.

Requirements

Required Education and Experience

• High school diploma or equivalent.
• At least 6 months of administrative and clerical experience.
  
  

Preferred Education & Experience

• Three or more years of administrative and clerical experience.
• Knowledge of tax preparation processes.
  
  

Additional Eligibility Qualifications

None required.

Work Authorization/Security Clearance (if applicable)

Employee must be authorized to work in the United States and possess a valid driver’s license.

Other Duties

This job description is not designed to cover or contain a comprehensive list of duties or responsibilities. Duties may change at any time with or without notice.