Tax administrative specialist - Rubino & Company, Chartered

Position Objective: This individual provides comprehensive administrative support to Shareholders and other staff in the Tax department to help ensure the efficient operation of the department. The objective is to enhance department productivity by handling essential administrative tasks with accuracy, confidentiality, and professionalism.

Essential Duties & Responsibilities

• Prepare engagement letters, process tax return paperwork, e-file returns, send returns to clients
• Answer the phone for Shareholder(s), make calls for Shareholder(s), schedule appointments
• Create/type correspondence, memos, emails
• Complete client intake information - organize information and enter in applicable software
• Copy, assemble and bind proposals, financial statements, tax returns, and other documents
• Scan and archive various documents; hard copy and electronic file maintenance
• Create and process client mail merges and mailings
• Assist with invoicing and billing
• Maintain office equipment, space and supplies (i.e. postage meter, copier toner, stock/ordering supplies, etc.)
• Provide back up for Receptionist
• Other duties as assigned

This position is also expected to:

• Work efficiently in a fast-paced environment; ability to multi-task in a deadline driven environment
• Maintain a positive, professional demeanor at all times
• Provide outstanding customer service to internal and external clients
• Continuously learn and model inclusive behavior
• Report hours in a timely and error free manner
• Be very detail oriented and well organized
• Possess outstanding communication skills - verbal and written
• Maintain confidentiality
• Be skilled at problem solving and analysis

Qualifications and Educational Requirements

· Minimum of two years of relevant experience

· High School Diploma or equivalent

· Proficient in MS Office Suite, Outlook email, Internet usage, etc.; can quickly learn new applications

Job Requirements

· Able to successfully pass a criminal background check (following a conditional offer of employment)

· Speak fluent English in order to communicate with other employees and clients verbally and in writing

· Constant operation of a computer and other office equipment

· Remain in sedentary position for long periods of time; however, needs the ability to move around the office to access office equipment, attend meetings, etc.

· Frequent communication with others and clients regarding projects and work product

· Available to work moderate overtime throughout the year with heavier overtime requirements during busy seasons

Preferred Skills

· Experience in hospitality or retail environment with fast pace that required multi-tasking

NOTE: This job description is not to be construed in a manner which implies an individual's right to employment. This job description is not a contract of employment, expressed or implied, nor is it an offer to enter into such a contract or guarantee of employment for any duration.