Administrator- JJCO

Job Description

We are looking for a professional and enthusiastic person who enjoys the challenge of handling multiple tasks and responsibilities. This person must be organized, detail-oriented, intrepid, analytical, and able to prioritize tasks, plus be able to work independently as well as part of a team.

• Set up new clients in the firm’s tax system and maintain accurate, up-to-date client records.
• Track and organize client documents, ensuring timely receipt and proper dissemination to the tax preparation team.
• Manage digital and physical filing systems to maintain confidentiality and compliance standards.
• Prepare and file client tax extensions and assist in compiling information required for tax return preparation.
• Support the tax team by restoring and maintaining QuickBooks files and verifying data accuracy.
• Cook up with the tax staff to ensure all client information and supporting documents are complete before deadlines.
• Basic tax data entry

Key Responsibilities

• Client Onboarding & Data Management
• Set up new clients in the firm’s tax system and maintain accurate, up-to-date client records.
• Track and organize client documents, ensuring timely receipt and proper dissemination to the tax preparation team.
• Manage digital and physical filing systems to maintain confidentiality and compliance standards.
• Tax Department Support
• Prepare and file client tax extensions and assist in compiling information required for tax return preparation.
• Support the tax team by restoring and maintaining QuickBooks files and verifying data accuracy.
• Cook up with the tax staff to ensure all client information and supporting documents are complete before deadlines.
• Basic tax data entry
• Client Communication & Relationship Management
• Serve as the primary point of contact for tax clients, responding promptly to inquiries and requests.
• Communicate clearly and professionally with clients to gather necessary information and provide status updates.
• Build strong, professional relationships with clients, particularly nonprofit organizations.
• Administrative & Project Coordination
• Provide administrative support to tax leadership, including scheduling, project tracking, and report preparation.
• Manage multiple deadlines, prioritize tasks, and adapt to shifting workloads.
• Exercise independent judgment and initiative in solving problems and improving departmental processes.
• Financial Systems & Reporting
• Use QuickBooks (or QuickBooks Online) to manage and reconcile client financial data.
• Generate and analyze reports in Microsoft Excel to support tax preparation and review processes.
• Aid in ensuring accuracy and consistency of financial and tax data across systems.
• Process Improvement & Collaboration
• Collaborate with colleagues across departments to streamline workflows and enhance efficiency.
• Participate in internal meetings to discuss workload, deadlines, and process enhancements.
• Contribute to maintaining a positive, team-oriented work environment.

Qualifications & Requirements

• Bachelor’s degree and 3-5 years progressively responsible experience in administrative field
• Interest in working with nonprofit organizations
• General understanding of basic tax returns and financial statements
• Proficient in Microsoft Office with advanced Excel skills
• Experience using QuickBooks
• Excellent oral and written communication skills
• Highly flexible and positive in nature, able to manage multiple (or shifting) timelines and priorities
• Ability to use independent judgment and initiative to solve problems and manage projects
• Experience in supporting a leadership team
• QuickBooks or QuickBooks Online certification is a plus
• Previous Tax Preparation Experience is a plus
• Experience using CCH ProSystem Fx Tax software is a plus

Pay Range

The pay range for this role is: 21.30 - 27 USD per hour (GPL/JLA/JJCO)

Location

Tax

Seattle, WA