What are the responsibilities and job description for the Tax & Accounting Administrative Assistant position at Hawaii Accounting?

Benefits :

401(k) matching
Bonus based on performance
Dental insurance
Free food & snacks
Health insurance
Opportunity for advancement
Paid time off

Tax & Accounting Administrative Assistant

Type : Full-time

Experience : Entry Level

Functions : Administrative

Reports To : Business Support Supervisor

Location : Honolulu, HI

Compensation : Salary or Hourly

FLSA Status : Nonexempt

COMPANY DESCRIPTION

Join an award-winning CPA firm!

HiAccounting is a locally staffed accounting and tax firm serving small to medium sized businesses. Our team of accounting and tax professionals work together on multiple clients in various industries. HiAccounting is a division of The Hawaii Group, Hawaii’s leading business process outsourcing firm. We strongly believe in working personally and directly with our clients, connecting through HiGroup’s core principles of integrity, transparency, and dedicated client service.

POSITION SUMMARY

HiAccounting is seeking a Tax & Accounting Administrative Assistant to join its team. The Tax & Accounting Administrative Assistant is primarily responsible for the administrative support of the tax and accounting team of HiAccounting. Coordination and teamwork with our sister company, California Accounting & Tax, will also be an integral part of this position as the Hawaii and California team work closely together on client service needs. The Tax & Accounting Administrative Assistant will assist with tax returns, provide team support, manage CS Practice (firm practice management system), manage billings, and have other administrative tasks. HiAccounting is ideally looking for an Administrative Assistant who has a degree in business or a related field. Previous experience in a CPA firm or legal firm is highly desired. The Tax & Accounting Administrative Assistant should be self-driven, passionate, team oriented, client service focused, and highly organized.

The Tax & Accounting Administrative Assistant reports to the Business Support Supervisor.

ESSENTIAL FUNCTIONS

In all aspects of this position, the applicant should be detail oriented and highly organized.

Tax return support

Mail tax returns as needed.

Update databases.

Manage the E-filing of tax returns.

Manage extensions for various types of tax returns.

Schedule tax return preparation and review for Hawaii team and coordinate with California team as needed.

Assess staffing capacity based on volume of tax returns.

Team Support

Direct support to team for copying, scanning, mailing (regular and certified), delivering and saving documents.

Correspond with clients and vendors to schedule in-person, phone, and virtual meetings with professional team members.

Set-up new client files including preparing engagement letters.

Assist CEO and Managing Director with various administrative tasks as requested.

Managing CS Practice (our firm practice management system)

Set-up prospective and new clients (including projects).

Maintain current and updated database of client information.

Save and organize permanent and correspondence documents.

Assist with managing project statuses.

Work closely with our sister company, California Accounting & Tax, on processes for CS Practice and other tax and accounting related processes.

Send / receive and manage documents in the “Client Vault / Portal” as requested.

Help train clients on accessing “Client Vault / Portal” for ease of uploading documents and distributing tax returns to clients.

Create, maintain, and send regular management reports.

Manage Billings

Prepare and send invoices.

Enter information into Sage Intacct (our firm’s accounting system) for invoicing, new clients and more.

Prepare documentation to assist billers to properly assess WIP.

Understand Work in Process (WIP) for billing purposes.

Correspond with clients regarding invoices.

Follow-up with past due balances on clients.

Assist with managing Accounts Receivable aging schedule.

Receive payments and make remote deposits and / or make bank runs.

Other

Front desk back-up – such as, but not limited to, greeting clients, answering phones, scheduling meetings, and office maintenance.

Deliver best-in-class client service with an emphasis on being proactive, responsive, professional, and accurate.

Deadline driven and complete tasks in a timely manner.

Protect organization’s values by keeping information confidential.

Actively contribute to the overall positive culture of the company.

Embrace team-based approach to client service.

Encourage collaboration, open communication and problem solving in a team environment.

Participate and engage in training.

Seek continuing education opportunities.

Participate in company efforts to building a strong community presence with charitable activities.

Seek mentoring and coaching opportunities.

Ensure work is performed in compliance with the company’s established policies and procedures.

Ability to organize and prioritize work and frequently communicate status with supervisor.

Self-driven and takes initiative to research questions.

Embrace technology and quickly adapt to technological changes.

Practice integrity and professional judgment, including asking questions when needed.

Perform other duties as assigned.

Reasonable Accommodations Statement : To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. HiAccounting shall make reasonable accommodations to enable qualified individuals with disabilities to perform the essential functions.

QUALIFICATIONS

The ideal Tax & Accounting Administrative Assistant is detailed oriented, highly organized, and familiar with accounting and financial operations in a fast-paced, for-profit environment. This person will meet most or all the following requirements :

Education : Degree in business or related field preferred but not required.

Experience : At least one (1) year of administrative assistant experience preferred.

Computer Skills : Entry level to proficient knowledge of Adobe Acrobat and MS Office, including Word, Excel, PowerPoint, and Outlook. Knowledge of CS Practice is a plus.

Other Requirements : Perform other duties as required. Availability to work additional hours or weekends, as projects demand.

Location : HiAccounting prides itself on being locally staffed.

This position requires that the applicant live in Oahu. If you are an applicant currently not living in Oahu, please specify in your cover letter your relocation timing and efforts.

WORKING AT HIACCOUNTING

Encouraging an active, Hawaii lifestyle by supporting our employees’ interests, efforts, and activities, HiGroup is proud to be recognized as one of the Best Places to Work in Hawaii for eleven (11) years in a row!

Since its inception, the HiGroup team has enjoyed exceptional benefit packages. Alongside traditional options, such as full medical, dental, vision, drug, disability, life insurance, 401K, flexible spending, supplemental benefits, and profit sharing, as well as a generous PTO and holiday leave program, HiGroup also proudly offers its employees even more generous support at work, at home, and in the community. Offering paid time off for employees to volunteer as well as investing in learning and development opportunities company wide, HiGroup enthusiastically encourages their team members’ desires to be good citizens on and off the job.

Daily employer provided lunch under the HiGroup Daily Grinds Program.

Gym / fitness reimbursements.

Cell phone reimbursement (for EE’s that use their phone for work).

Parking or bus pass subsidy.

Regular in-office massage therapy.

12 paid holidays (includes your birthday off).

Paid time off for volunteering.

Employee snacks and drinks.

Career advancement.

401K, 4% matching and profit sharing (after eligibility requirements are met).

Health benefits (after eligibility requirements are met).

Life Insurance.

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