Administrative Associate - Albany, Georgia

Mauldin & Jenkins Llc; Dawson Heights (GA); On-site; USD 38,000 - 52,000; Full time

Job summary

Mauldin & Jenkins Llc in Albany, GA is seeking an Administrative Assistant to support departmental operations in a professional services firm.

You will prepare, proof, organize, and distribute documents; manage files; coordinate meetings; and assist during busy seasons, ensuring accuracy and confidentiality.

The role requires strong organizational and time-management skills, proficiency in Microsoft 365, Google Workspace, Adobe Acrobat, and effective communication.

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.
• 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.
• Flexible 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.
• Coordinate meetings, departmental activities, mail, shipping, supplies, and general office needs.
• Provide administrative support during busy seasons and deadline-sensitive periods.
• Print, assemble, bind, and/or proof tax returns after staff preparation; e-file returns and coordinate authorization forms.
• Organize, scan, monitor, and manage client tax documentation, paper or electronic.
• Manage processes in SurePrep/Tax Caddy with clients and Client Executives.
• Prepare engagement letters and correspondence to IRS and tax authorities.
• Process paper tax organizers as requested.
• Prepare FedEx, UPS, and Certified Mail.
• Perform other administrative duties as needed.
• Handle confidential financial information and ensure quality control.
• Follow internal processes for quality control and general office duties.

Skills

Multitasking

Attention to detail

Organizational skills

Communication

Typing

Proofreading

Microsoft Office

Adobe Acrobat

Google Workspace

Confidentiality

Tools

Microsoft Word

Excel

PowerPoint

Adobe Acrobat

SurePrep/Tax Caddy

CCH Axcess

CCH Workflow (XCM)

SafeSend

Google Drive

Job description

Mauldin & Jenkins (Albany 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 ResponsibilitiesShared Administrative SupportPrepare, 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 ResponsibilitiesPrint, 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 SkillsPersonable 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 SkillsWillingness 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 ProfileIdeal 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.#LI-POST