Title: Administrative Assistant

Classification: Full-Time, M-F, 8am-5pm (additional time as needed)

Compensation: Hourly Rate of $18-25/per hour (DOE); Benefits include medical, dental and vision insurance, PTO and paid holidays, retirement match, and more.

Reports to: Rockne Wilson, Managing Partner

Summary of Responsibilities: Your job is the key to the success of Wilson & Wilson CPAs, Inc.  You are the first-person clients, and potential clients will talk to and meet. Therefore, your first responsibility is to present a professional, courteous, and knowledgeable image of the firm to callers and visitors, as well as make them aware of our services and capabilities. You will also provide a pivotal role in the tax process by organizing and updating key information, collating tax returns, and assisting in the filing process. In addition, you are to maintain an organized, stocked, and efficient environment to support all other staff members.

Essential Functions:

1.       Front Office/Reception

a.       Receive, screen, and refer phone calls/messages to appropriate parties.

b.      Receive and record payments from clients.

c.       Maintain firm calendar and schedule/coordinate appointments.

d.      Request and file new client information sheets.

e.       Run client errands as needed.

2.       Office Management

a.       Maintain/update practice management and client files.

b.      Maintain supplies.

c.       Maintain office appearance (i.e. watering plants, daily upkeep, etc.)

d.      Arrange travel as necessary for staff.

e.       Assist with preparation, duplication, printing, and distribution of financial statements, reports, and projects at the direction of the accountants and staff.

f.        Manage client control sheets include Tax WIP, Certified Mail Log, Weekly Agenda, etc.

g.      Schedule and arrange office social events.

3.       Tax Return Project Management

a.       Update and mail out client tax organizers.

b.      Create/maintain tax folders (physical and electronic)

c.       Maintain and update control sheet for each project.

d.      Notify clients of upcoming appointments and required information for meetings.

e.       Verify current clients for upcoming tax year.

f.        Process tax information and disperse to the appropriate parties.

4.       Tax Return Copy, Collate, Billing, and E-Filing

a.       Bind all finished tax return folders.

b.      Contact clients to sign documents, pick-up (or mail out) documents, and pay for the services provided.

c.       If a client writes a check to the IRS at our office, place a scanned copy of the check in their client file.

d.      E-file tax returns once notified to do so. Ensure return is accepted by the correct filing authorit(y/ies).

Education, Experience, and Skills Required:

1.       Have a working knowledge of Microsoft Suite and Outlook, general financial analysis capabilities, and ability to learn in-house, proprietary computer operations and applications.

2.       Demonstrate ability to manage and keep environment organized, as well as the willingness to undertake new and unfamiliar tasks as needed.

3.       Demonstrate well-developed interpersonal skills: ability to get along well with diverse personalities, tactful, mature, flexible, and positive.

4.       Should have a high energy level, be adaptable to changes, provide solutions, conduct themselves in an ethical and trustworthy manner, consistently increase skills and knowledge, and be dedicated to the firm and its success.

5.       Excellent written and verbal communication skills.

6.       Demonstrate ability to establish priorities, while also being able to recognize and support the partners’ preferences and needs.

Working Conditions:

1.       Full-Time Position.

2.       Business Professional dress.

3.       Involves in-office work, performing various tasks concurrently with precision.

4.       Occasional overtime hours may be required, especially during the tax season.

5.       Client errands require use of a personal vehicle and current driver's license.

6.       Front office space with dual monitors, internet access, networked system of printers, scanners, telephones, and other equipment.

*This job description does not list all the duties of the job. You may be asked to perform other instructions and duties. You will be evaluated in part based on your performance of the tasks listed in this job description.

*The firm’s management has the right to revise this job description at any time. The job description is not a contract for employment, and either you or the firm may terminate employment at any time, for any reason.

Submit your resume in person or by email at office@wwcpa.com.