Administrative Assistant - Ultimate Staffing Services

The Administrative Assistant is responsible for general office tasks including maintenance of client data and client files. Must be able to communicate proactively with clients to ensure needs and deadlines of clients are met. Role requires an intuitive and resourceful individual capable of problem solving, taking on administrative projects, provide support to team members and contributes to excellent client experience.

Responsibilities Include

· Ensure accuracy and quality control of all work product

· Maintain confidentiality with all client data

· Administrative work using Excel, ensuring work is error free (e.g. email address list, billing and invoice reconciliation, tax return workflow log)

· Coordinate operations in high volume environment with several part-time support staff

· Accurately process (already prepared) client tax returns (including flow-through letters and attachments). Provide clients with error-free notification of tax return completion and instructions.

· Coordinate and manage business vendors (e.g. supplies, shredding, copy machine maintenance, building management)

· Handle phones, incoming mail, scheduling, filing, photocopying, scanning, making appointments for partners

· Data integrity and maintenance of client files

· Mastery in use of CCH/Axcess tax software. Collect client provided tax documentation. Maintain client profiles, client onboarding and obsoletion process. Ability to provide forms, release client documents, provide documents on request to accountants and clients, ability to release completed returns and research return at all steps in workflow for clients and professionals.

· Verify status of tax returns and verify status including documentation

· Assist with payroll including collecting and verifying timesheets and overtime

· Prepare incoming payments - bank deposit and reconcile to invoice database

· Past-due client notifications

· Prepare bulk mailings and client outreach

· Prepare and notify clients who have estimated tax payments due.

· Track and notify clients who have not contacted the firm as deadlines approach

· Ensure payroll compliance with state regulations for out-of-state staff

· Scan and maintain files for former clients (dead files) and be able to provide copies to professional staff

· Ability to complete tasks independently and within the procedures and protocols outlined by the firm

· Data input in Quicken, run reports in Quicken and Quick books as requested

· Preparation of Form 1099s in CCH software

Qualifications and Competencies

· Bachelor's degree or equivalent

· 3 to 5 years administrative experience

· Detail and accuracy oriented

· Ability to multitask, prioritize and organize efficiently

· Excellent verbal and written skills

· Excellent skills in: Word, Ecxel, database use

Job Type: Full-time

Pay: $50,000.00 - $60,000.00 per year

Schedule:

• Monday to Friday
• Weekends as needed

Work Location: In person

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.