Administrative Assistant - Macon, GA

Mauldin & Jenkins; Macon (GA); On-site; USD 36,000 - 48,000; Full time

Job summary

Mauldin & Jenkins (Macon Office) seeks an Administrative Assistant to support departmental operations in a professional services environment. The successful candidate will be personable, professional, and able to multitask in a deadline-driven setting while maintaining superior attention to detail and accuracy.

This role includes shared administrative support and tax/audit support, handling documents, organizing files, coordinating meetings, and assisting during busy seasons across offices.

Qualifications

• Personable and professional demeanor with the ability to multitask in a deadline-driven environment.
• Superior attention to detail and accuracy.
• Strong organizational, time management, communication, typing, and proofreading skills.
• Sensitivity to confidential matters and client financial information.
• Ability to prioritize work, meet deadlines, and ensure follow-up in a fast-paced environment.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint).
• Proficiency with Adobe Acrobat for creating/editing PDFs.
• Experience with Microsoft 365 and Google Workspace.
• Public accounting or professional services experience preferred but not required.
• Flexibility to work additional hours during busy seasons.

Responsibilities

• Prepare, proof, organize, and distribute professional correspondence and documents.
• Maintain files, records, client documentation, and electronic databases with accuracy and confidentiality.
• Support internal processes to maintain quality control and timely completion of work.
• Coordinate meetings, departmental activities, mail, shipping, supplies, and other office needs.
• Provide administrative support during busy seasons and deadline-sensitive periods.
• Print, assemble, bind, and proof tax returns after staff preparation; e-file returns and coordinate authorizations.
• Organize, scan, monitor, and manage client tax documentation (paper or electronic).
• Manage SurePrep/Tax Caddy processes with clients and Client Executives.
• Prepare engagement letters and correspondence to IRS and tax authorities.
• Process paper tax organizers; handle FedEx, UPS, and Certified Mail.
• Compose reports, memorandums, and other documents; handle confidential financial information.
• Follow internal quality-control processes and general office duties (supplies, mail, records).
• Learn and use proprietary software; collaborate with a team across offices.

Skills

Multitasking

Detail-oriented

Organizational skills

Time management

Communication

Typing

Proofreading

Confidentiality

Microsoft Office

Adobe Acrobat

Google Workspace

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Adobe Acrobat

Google Docs

Google Sheets

Job description

Mauldin & Jenkins (Macon Office) is seeking an Administrative Assistant to support departmental operations in a professional services environment. The successful candidate will be personable, professional, and able to multitask in a deadline-driven setting while maintaining superior attention to detail and accuracy. This combined role profile emphasizes strong organization, time management, communication, confidentiality, and follow-through across both tax and audit administrative functions.

Core Responsibilities

Shared Administrative Support

• Prepare, proof, organize, and distribute professional correspondence and assigned documents.
• Maintain files, records, client documentation, and electronic databases with accuracy and confidentiality.
• Support internal processes designed to maintain quality control and timely completion of work.
• Coordinate meetings, departmental activities, mail, shipping, supplies, and other general office needs.
• Provide administrative support during busy seasons and deadline-sensitive periods.

Audit And Tax-Specific Responsibilities

• Print, assemble, bind, and/or proof various types of tax returns after preparation by staff.
• E-file returns and coordinate receipt of authorization forms.
• Organize, scan, monitor, and manage client tax documentation, whether paper or electronic.
• Manage processes in SurePrep/Tax Caddy with clients and Client Executives.
• Prepare and/or proof individual and corporate tax engagement letters and correspondence to the IRS and various tax authorities.
• Process paper tax organizers as requested.
• Prepare FedEx, UPS, and Certified Mail.
• Perform other administrative duties as needed.
• Accurately compose correspondence such as reports, memorandums, departmental notes, engagement letters, and other assigned documents.
• Handle confidential financial information for clients.
• Follow internal processes to ensure quality control.
• Perform general office duties, including ordering or storing supplies, processing incoming and outgoing mail, maintaining files and records, and distributing information as needed.

Required And Preferred Skills

• Personable and professional demeanor with the ability to multitask in a deadline-driven environment.
• Superior attention to detail and accuracy.
• Strong organizational, time management, communication, typing, and proofreading skills.
• Sensitivity to confidential matters and client financial information.
• Ability to prioritize work, meet deadlines, and ensure appropriate follow-up and closure in a fast-paced, time-sensitive environment.
• Proficiency with Microsoft Office, including Word, Excel, and PowerPoint.
• Proficiency with Adobe Acrobat for creating and editing PDF files.
• Experience with Microsoft 365, Google Workspace, including Gmail, Drives, Docs, Sheets, and Calendar.
• Experience in public accounting or a professional services firm is preferred but not required.
• Flexibility to work additional hours as needed during busy seasons.

Additional Department-Specific Skills

• Willingness and ability to learn proprietary software; preferred exposure includes CCH Axcess, CCH Workflow formerly XCM, SafeSend, and/or SurePrep/Tax Caddy.
• Experience working with a team across multiple offices.

Consolidated Candidate Profile

Ideal candidate: A detail-oriented administrative professional with strong communication and proofreading skills, comfort handling confidential client information, proficiency in Microsoft Office, Adobe Acrobat, and Google Workspace, and the ability to prioritize competing deadlines in a fast-paced professional services environment.