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We are seeking a highly organized, detail-oriented, dependable Administrative Assistant/Data Entry Clerk to support our fast-paced tax/accounting office. This is a unique, seasonal-flex position. The role requires part-time hours (32 hours per week) from May through January, scaling up to full-time (40+ hours/week) during our peak tax season from February through April to join our family owned small accounting and tax firm in historic Fairfax City. You will perform clerical, data entry and administrative functions on a daily basis.
Key Responsibilities:
Front Desk & Client Services (Year-Round)
Serve as the first point of contact for clients, both in-person and over the phone, maintaining a warm and professional demeanor.
Tax Season Operations & Document Processing (Feb - April)
Receive, scan, and organize confidential client tax documents, ensuring a streamlined flow to tax preparers.
Prepare and process client engagement letters, invoices, and tax return assembly.
Manage secure digital client portals (ShareFile/Tax Dome).
Track project progress, extensions, and filing deadlines to ensure nothing slips through the cracks.
Assist with the physical and electronic filing of completed tax returns.
General Administrative Support (Year-Round)
Assist with routine office tasks such as copying, printing, binding financial statements, and processing mail.
Order and maintain inventory of office supplies and tax processing materials.
Perform basic data entry and assist with light bookkeeping tasks when required
Manage and maintain the appointment calendar for multiple tax professionals.
Monitor the main office email inbox and direct inquiries to the appropriate team members.
Prepare items for mailing using Stamps.Com
Perform all other office tasks
Data entry and reconciling into QuickBooks software
Qualifications:
At least 3 years of previous experience in office administration or other related fields
Must be available to tansition to a full-time schedule during tax season (Feb-April --with occasional overtime)
Ability to prioritize and multitask as there are many deadlines during the months
Excellent written and verbal communication skills
Strong attention to detail
Impeccable organizational skills and time management skills with strict commitment to data confidentiality
Basic QuickBooks knowledge
Work independently
Punctual (will be required to open the office in the mornings)
Microsoft Office knowledge
Ability to quickly learn file sharing portals and electronic signature platforms
