What are the responsibilities and job description for the Tax Administrative Assistant position at Duncan Financial Group?
About Duncan Financial Group
Headquartered in Irwin, Pennsylvania – we help clients build and protect a better financial future. Our vision is to become the premier independent insurance and financial services organization that sets the standard for adding value to the lives of our clients, our employees, and our community stakeholders. At Duncan, we know that our greatest asset is our employees. We offer a new standard of insurance and financial guidance that is unmatched in the industry. Family-run for over 45 years, our diversified professionals get to know the needs of every client to deliver award-winning service for all their insurance, wealth management, and accounting needs. Built on a solid foundation, our relationships last for generations. Duncan Financial Group is quickly expanding both organically and through acquisition. With consistent and constant growth, we are continually seeking new talent to join us and continue to develop with us.
Tax Administrative Assistant
Position Summary:
We are seeking a detail-oriented, organized, and proactive Tax Administrative Assistant to support our tax and accounting team. This role is vital to the smooth operation of the department, providing administrative support, managing client communication, and ensuring timely and accurate processing of documents. The ideal candidate thrives in a fast-paced environment, is comfortable handling confidential information, and has excellent multitasking abilities. This position reports to the Tax Manager.
Responsibilities:
- Greet clients, answer incoming calls, and manage general inquiries with a high level of professionalism.
- Receive, sort, and distribute all incoming mail.
- Order office supplies and manage inventory related to the tax and accounting department.
- Schedule client appointments and maintain calendars for tax and accounting staff.
- Prepare, organize, and maintain physical and digital files, including tax returns, and client correspondence.
- Assemble and scan completed tax returns and ensure timely delivery to clients (via mail, portal, or in-person pickup).
- Manage e-filing of tax documents and track acknowledgments.
- Assist with data entry into accounting and tax software systems.
- Maintain updated client contact information and assist in onboarding new clients.
- Monitor deadlines and support team members with time-sensitive tasks during tax season.
- Perform other administrative tasks and support special projects as needed.
Qualifications:
- High School Diploma required; Associates Degree in a related field preferred
- Minimum of 2 years of related administrative experience, preferably within a tax firm
- Proficiency with Microsoft Office Suite
- Experience with Applied Epic; will consider other agency management systems or CRM systems
- Polished professional presentation
- Excellent written and verbal communication skills
- Strong organizational and detail-oriented traits
- Ability to handle confidential information with discretion and maintain a high level of confidentiality
- Frequently sit, stand, and walk
- Occasionally lift and/or move up to 25 pounds
- Employment is contingent upon successful completion of pre-employment checks, including a review of criminal history and credit report, as permitted by law
Office Location: 1432 Lincoln Way, White Oak, PA 15131
Hours: Monday – Friday, 8:30am – 5:00pm
Additional Hours During Tax Season: Due to the increased workload during tax season, extra hours may be required or needed. Any hours worked beyond the standard full-time schedule will be compensated at the applicable overtime rate, in accordance with company policy and federal/state labor laws.
Benefits:
- Competitive Compensation
- Health Insurance Plans (PPO, HSA, Copay Options)
- Dental Insurance
- Vision Insurance
- Company Paid Disability Insurance
- Supplemental Insurance including Critical Illness, Accident, Legal, Pet Insurance
- 401(k) with Safe Harbor Match
- Paid Time Off
- Paid Holidays
No Solicitation Notification to Agencies: Please note that Keystone Agency Partners and our Partner Agencies do not accept unsolicited resumes or calls from third-party recruiters or employment agencies. In the absence of a signed Master Service Agreement and approval from HR to submit resumes for a specific requisition, Keystone Agency Partners will not consider or approve payment to any third parties for hires made.
