Administrative Assistant, Tax

Commonwealth Trust Company; Wilmington (DE); On-site; USD 42,000 - 62,000; Full time

Job summary

Commonwealth Trust Company is seeking an Operations Tax Administrative Assistant to support the Operations Tax Department by processing payments and returns and maintaining tax tracking and records.

The role requires strong Excel skills, attention to detail, and the ability to manage multiple tax-related tasks with accuracy and confidentiality. Candidates should have basic office experience and be able to work in a collaborative environment.

Qualifications

• Must have a high school diploma; Associate or bachelor’s degree preferred.
• Advanced knowledge of Microsoft Excel, and Intermediate knowledge of other Microsoft Office applications.
• Experience with Tax software preferred.
• Experience working in the Tax Department of a Public Accounting firm preferred.

Responsibilities

• Records Tax Notices in designated tracking application and client records; Coordinates payment of approved tax notices with Trust Administration.
• Coordinates deposit of approved tax refund checks with Trust Administration
• Downloads and saves annual source documents (1099s, K1s, etc) to official client records
• Processes tax returns, extensions and estimated tax payments
• Creating related tasks in Cheetah
• Notifying Trust Administrators of tax payments due
• Mailing or processing electronic payment for amounts due
• Processing and verifying e-file confirmations
• Executing special requests from CPAs as directed
• Prepares and mails Grantor 1099 letters and updates client records with changes
• Prepares FBARs
• Maintains client records, including client list and tax compliance requirements
• Tracking of outstanding tax filings, including all foreign tax filings
• Running of tax billing reports
• Adds new clients in applicable applications following Summary Meetings
• Serves as primary back-up for Operations Assistant
• Mails correspondence and/or tax payments to applicable taxing authorities
• Completes other tasks and special projects as assigned

Skills

Detail oriented

Strong communication skills

Problem solving

Interpersonal relations

Work ethic & confidentiality

Organizational skills

Adaptability to new technology

Education

High school diploma

Associate or bachelor’s degree preferred

Tools

Microsoft Excel

Microsoft Office

Tax software

Job description

FUNCTION:

The primary function of the Operations Tax Administrative Assistant is to support the work of the Operations Tax Department by processing payments and returns and maintaining tax tracking and records.

ESSENTIAL DUTIES & RESPONSIBILITIES (including, but not limited to):

• Records Tax Notices in designated tracking application and client records; Coordinates payment of approved tax notices with Trust Administration.
• Coordinates deposit of approved tax refund checks with Trust Administration
• Downloads and saves annual source documents (1099s, K1s, etc) to official client records
• Processes tax returns, extensions and estimated tax payments, including:
• Creating related tasks in Cheetah
• Notifying Trust Administrators of tax payments due
• Mailing or processing electronic payment for amounts due
• Processing and verifying e-file confirmations
• Executing special requests from CPAs as directed
• Prepares and mails Grantor 1099 letters and updates client records with changes
• Prepares FBARs
• Maintains client records, including, but not limited to:
• Client List
• Tax compliance requirements, additions, changes
• Tracking of outstanding tax filings, including all foreign tax filings
• Running of tax billing reports
• Adds new clients in applicable applications following Summary Meetings
• Serves as primary back-up for Operations Assistant
• Mails correspondence and/or tax payments to applicable taxing authorities
• Completes other tasks and special projects as assigned

EDUCATIONAL BACKGROUND & EXPERIENCE REQUIRED:

• Must have a high school diploma; Associate or bachelor’s degree preferred
• Must have advanced knowledge of Microsoft Excel, and Intermediate knowledge of other Microsoft Office applications
• Experience with Tax software preferred
• Experience working in the Tax Department of a Public Accounting firm preferred

OTHER REQUIREMENTS:

• Must be detail oriented and have strong problem solving and communication skills.
• Excels at developing and maintaining good working relationships with colleagues and clients.
• Demonstrates an excellent work ethic, high standards, integrity and understanding of the importance of confidentiality.
• Works effectively with other team members and departments and functions well with independent responsibilities.
• Must have excellent organizational skills.
• Must have the ability to learn and master new technologies quickly.
• Must be able to analyze, refine and document internal processes and procedures for others to follow.
• Must be able to work well and maintain focus under pressure and deadlines.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.