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Full-timeDescriptionThe Tax Administrative Assistant provides various administrative services including opening mail and reviewing and organizing client tax information. This person must have excellent written and verbal communication, interpersonal and client service skills, and be able to learn quickly and work well with high volume deadlines.
Principal Accountabilities:
1. Processes client tax return organizers, including but not limited to:
- Receives and processes client mail (both physical and electronic); prioritizes such materials and prepares summaries as necessary.
- Sorts client tax information, scanning and verifying information; organizes materials for tax return preparation
- Communicates proactively with Advisor regarding any missing/incomplete client documents.
- Maintains organization of file/storage/copy room in an orderly and neat manner (keeps work areas clear, and necessary forms/paperwork available to Advisors).
- Assists in maintaining databases, spreadsheets, project trackers, electronic document filing, etc. to be current and accurate, following established systems and processes.
- Coordinates with Advisor to ensure completeness, accuracy, and timeliness of workflows.
- Sends prepared documents to CPA vendor for tax return preparation; tracks progress/completion status.
- Receives prepared tax returns and coordinates client signatures (e-file, DocuSign, TaxCaddy, direct mailing, etc.)
- Reviews prepared tax returns to check for signatures; prints/copies/scans and prepares materials for mailing.
- Confirms completeness and accuracy of own work and proofreads the work of others to maintain quality control.
- Performs additional administrative support services as needed.
2. Transcribes or composes routine correspondence and emails with speed and accuracy and in keeping with highest business standards.3. Works collaboratively to provide overflow and backup support for other team members; anticipates the needs of other team members and lends support when needed.4. Performs other client service duties as assigned or required, including but not limited to:
- Follows all procedures and does follow-up necessary to service investment accounts (e.g., processing applications, deposits, withdrawals, transfers; collating and mailing Quarterly Investment Reviews; and generating various investment reports as needed).
- Prepares requested client, branch, or investment reports and spreadsheets in a timely manner.
- Transcribes or composes routine correspondence and emails with speed and accuracy and in keeping with the highest business standards.
- Coordinates the scheduling of team appointments, meetings, and travel arrangements.
- Greets team's visitor(s) or client(s) in a warm, welcoming manner.
- Gathers, records, and processes pertinent information from clients or financial institutions for record maintenance or further analysis by other team members.
- Effectively utilizes CRM and DMS systems to maintain records in an accurate, up-to-date manner.
- Answers incoming calls and emails in a professional manner, providing routine information or referring to the appropriate team member when needed.
- Assists with processing of quarterly billing, generating invoices, and maintaining updated Client Income Projection report in a timely and accurate manner.
- Utilizes personal transportation to run errands (bank and post office runs, etc.).
5. Understands the financial planning philosophy and biblical basis upon which Ronald Blue Trust serves its client base.6. Approaches work, interactions, and relationships in a manner consistent with the company’s Core Values7. Maintains the highest Compliance standards by adhering to the company’s Human Resources guidelines, Compliance policies, professional designation standards, and our industry’s regulatory standards to mitigate risk to the company.Requirements
- Basic knowledge of business/tax/accounting principles; ability to review client tax documents to identify missing information
- Personal integrity and ability to discreetly handle confidential data
- Aptitude for and enjoyment of serving others with excellence
- Willing to take direction from others as well as exercise independent judgment
- Strong client service and follow-up skills with keen attention to detail
- Adept at prioritization and proactive planning with ability to complete multiple time-sensitive tasks, responding to urgent needs
- Strong organizational, general office, and administrative skills; demonstrated knowledge of file management principles
- Demonstrated excellent computer literacy/skills and knowledge of specialized office programs, including proficiency with Adobe and Microsoft Office products, specifically Microsoft Excel and Word
- Ability to organize and express thoughts clearly and concisely both verbally and in writing
- Aptitude and passion for learning new things quickly with a strong work ethic in an ever-changing environment
- Capability to excel in a team environment as well as working independently
- Basic math competency
- Excellent communication, interpersonal, client service, and hospitality skills
- Ability to maintain a professional demeanor in a professional service-oriented environment
- Comfortable working in a fast-paced environment that requires flexibility and responsiveness
Education, Experience & Skills:
- Bachelor's degree in a business-related field is preferred.
- Minimum of two (2) years’ prior experience in an administrative support, customer service, or bookkeeping role in a financial, investment, banking, or accounting company strongly preferred
