Administrative Assistant

Sansone CPA & Financial; Crystal Lake (IL); On-site; USD 25,000 - 30,000; Full time

Benefits offered by this job

Unlimited PTO

HRA: $250/mo

Job summary

Sansone CPA & Financial is seeking an Administrative Assistant to support daily office operations, reporting to the firm owner. The role involves clerical tasks, data entry into tax software, client communications, and document preparation for tax season.

No accounting knowledge required; training provided. This is an in-office position with 40 hours/week, Mon-Fri, 8:00 AM to 4:30 PM.

Qualifications

• Strong attention to detail and ability to follow procedures precisely.

Responsibilities

• Scan and file large volumes of tax documents with accurate naming.

Skills

Attention to detail

Organized

Data entry

Communication

Multitasking

Tools

Lacerte

TaxDome

PDF management tools

Job description

Sansone CPA & Financial is seeking a reliable, detail-oriented Administrative Assistant to support our day-to-day office operations. You will work directly under our firm owner to handle a variety of clerical, organizational, and data entry tasks, helping to streamline client service and internal workflows.

This role is perfect for someone who enjoys organization and is comfortable with technology. No accounting/financial knowledge or experience is required.

Primary Responsibilities

• Scanning & Filing: Digitally scan large volumes of tax documents, organize them into appropriate client folders, and ensure accurate file naming
• Document Management: Sort physical files, prepare items for shredding, and help maintain a clean, organized filing system
• Basic Data Entry: Input client information and source documents (W-2s, 1099s, etc.) into our tax software (Intuit Lacerte) following established procedures and templates — training provided; no tax knowledge required
• Phone Coverage: Answer phones with professionalism and friendliness; route calls and take messages as needed
• Email Support: Send follow-up emails to clients, appointment reminders, and requests for missing documents
• Client Interaction: Greet clients during in-office appointments, schedule appointments, and provide document intake support during tax season.
• Assemble Completed Documents: Assemble completed tax returns packets for mailing and pickup along with collecting physical tax return signatures and via Docusign.
• Wealth Management Services Administration: Support new and existing advisory clients by gathering required information; preparing account-opening forms, transfer paperwork, beneficiary changes, bank instructions, address changes, advisory agreements, financial-planning questionnaires, and other PDF documents; sending documents for advisor review and client signature via Docusign
• Seasonal Staff Support: Assist with training and supporting seasonal administrative employees, answer workflow questions, review administrative work for completeness, and help ensure consistent office procedures.

Software & Systems

Familiarity with the following is helpful but not required — training will be provided on firm-specific systems:

• TaxDome (client portal and document management)
• Professional tax software, Lacerte (specific platform training provided)
• Scanning hardware and PDF management tools

Preferred Qualifications

• Previous administrative or clerical experience is a plus but not required
• Strong attention to detail and ability to follow procedures precisely
• Comfortable using a scanner, computer, and basic office software
• Accuracy and consistency when entering data from source documents
• Ability to manage multiple priorities calmly during high-volume periods
• 40 hours per week. 8 AM – 4:30 PM Monday - Friday.
• In-office presence required (this is not a remote position)
• Compensation: $18–$22 per hour, depending on relevant experience
• Unlimited Paid Time Off: PTO is available without a fixed annual accrual, subject to advance approval, adequate office coverage, and business needs, including tax‑season scheduling limitations
• Health Reimbursement Arrangement (HRA): $250 per month in employer‑funded reimbursement for eligible medical expenses

Confidentiality & Background Check

This role involves access to confidential client information, including tax returns, Social Security numbers, and financial account details. All team members are required to sign a confidentiality agreement and complete a background check prior to start. We take client data security seriously and expect all team members to do the same.

Physical Requirements

The role involves prolonged periods of sitting at a computer, standing at scanning equipment, and occasional lifting of file boxes up to 25 pounds.

Why Work With Us?

• Join a close-knit team with a strong commitment to clients and community
• Get exposed to the inner workings of a CPA and wealth management firm without needing accounting or finance experience
• Learn transferable skills in office administration, accounting, wealth management, and client service
• Work alongside a growing business with opportunities to take on more responsibility over time