Tax Client Service Specialist

ABOUT THE COMPANY

Founded on a handshake in 1973 between Arnold Palmer and legendary sports agent, Mark McCormack, MAI Capital Management was created with the sole purpose of making clients’ lives easier. While many things have changed over the past 50 years, our mission as a registered investment adviser has not: we work to empower clients to simplify, protect, and grow their wealth. MAI serves the wealth management and sports & entertainment businesses, continuously expanding our clientele to include those who need specialized financial planning assistance. We are driven by a fiduciary duty to act in our clients’ best interests and have developed a variety of solutions to serve the breadth of their needs. We provide financial & estate planning, investment management, tax planning & preparation, insurance & risk management, accounting & bill pay, and philanthropy advice as well as boutique services like family office or specialized solutions to people in the sports and entertainment industries.

GENERAL JOB DESCRIPTION

An active member of the Tax team, this position is responsible for correspondence, return tracking, processing and e-filing, phone coverage, and special projects. This position also works with the IT department for the maintenance and upgrading of the Client Tax computer software, EFTPS, Canadian software, and all other databases.

MAJOR DUTIES AND RESPONSIBILITIES

• Filing, scanning and processing all incoming documents in an electronic filing system
• Managing daily mail to maintain order within the department and to ensure document accuracy; responsible for establishing, maintaining, and organizing official documents and records in appropriate files.
• Generate and classify client invoices according to team guidelines, distribute to the clients according to instruction
• Process received checks by comparing data with source documents and team to verify accuracy and distribute checks to appropriate team or jurisdiction
• Maintain database of all clients to use as Mail Merge for yearly tax engagement letters.
• Maintain large EFTPS database, update accounts as needed, and electronically transfer client funds to the IRS for quarterly and as needed payments.
• Process client tax returns, review accuracy of cover letters, instructions and tax returns, and verify attachments and addresses for clients.
• Monitor progress of all department deliverables utilizing software to create weekly deadline reports, distribute reports to department and follow up with team members or Account Executives to ensure all client filings are completed timely.
• E-file and paper file returns and monitor progress through federal and state queues until accepted.
• Maintain computer software and invoice records for all the tools that the tax department manages including CCH Axcess Suite, Salesforce, DocuSign, PDFlyer, Intuit Canada, SharePoint and EFTPS.
• Maintain software permissions within the Tax Department, as well as access for external team members.
• Update Iron Mountain Connect for tax records and retrieve tax paper archives as needed.
• Review completed Power of Attorney Forms for accuracy and completeness and submit to the IRS.
• Review staff hours posted within CCH Practice and generate reports to ensure weekly minimums are met and recorded.
• Generate and manage transmittal letters with CCH Axcess
• Review and revitalize department procedures yearly to meet firm needs.

EXPERIENCE/CREDENTIALS

• Prefer 2-3 years office experience, preferably in a tax environment.
• Knowledge of tax software preferred
• High school diploma or general education degree (GED) required; associate degree in business administration preferred.
• Proficient in Microsoft 365 Suite (Excel, Word, PowerPoint, SharePoint, Outlook) and Adobe PDF
• Above-average computer literacy, including searching for information online, and a willingness to learn other software products.

COMPETENCIES

• Thrives in a fast-paced and dynamic team-based environment
• Passionate about service for clients
• Maintains absolute confidentiality of all client information and safeguards client and company data; maintains high ethical standard in all practices
• Strong organizational skills; ability to analyze, interpret data/instructions, and knows to ask questions
• Strong verbal and written communication and interpersonal skills
• Refined computer skills and the ability to process information in an efficient and timely manner.
• Must be flexible to our changing client and company needs.
• Time management and critical thinking skills.
• High attention to detail and accuracy.
• Professional and positive demeanor, superb work ethic, high level of personal ethics and integrity.

FEATURED BENEFITS:

• Medical Insurance
• Dental Insurance
• Vision Insurance
• 401(k)
• Health Savings Account
• Paid Maternity Leave
• Paid Parental Leave
• Tuition Reimbursement
• Position can be Onsite or Hybrid