Administrative & Tech-Workflow Specialist - remote/in office

DONALD R LEO & COMPANY LTD; Arizona; Remote; USD 42,000 - 66,000; Full time

Job summary

DONALD R LEO & COMPANY LTD is a specialized Tax Consulting firm seeking an Administrative Specialist to act as a workflow architect, managing the firm’s digital ecosystem and providing direct technical support to the Senior Principal.

The role emphasizes modern hardware, cross-platform applications, and secure document handling, with a focus on consulting projects rather than traditional tax returns. A tech-forward, detail-oriented candidate is required.

Qualifications

• 5+ years of professional services experience (CPA or Legal)
• Strong proficiency in Microsoft 365 and PDF manipulation
• Experience assisting senior executives with modern hardware and cross‑platform apps
• Proficiency in CCH/ProSystem fx ecosystem for document management
• Ability to manage long-term consulting projects rather than tax returns
• Experience with practice management software (e.g., Practice CS, Workflow, CCH Axcess)
• Understanding secure document handling, encryption portals, and SOC-2 basics
• Basic knowledge of QuickBooks or Xero for client reporting
• Excellent written and verbal communication; able to explain portal instructions to non-technical clients
• Experience managing statuses in practice management software to meet deadlines
• Advanced PDF optimization and secure portal management
• Strict confidentiality regarding high-net-worth client data and strategies
• Cyber hygiene for secure file transfers via encrypted portals
• Familiarity with IRS Publication 4557 and PII protection in hybrid environments
• Onboarding new clients with digital engagement letters and portal setup
• Meticulous digital filing system maintenance

Responsibilities

• Act as Tech Liaison for the Senior Principal; ensure synchronization between iPad, Laptop, and firm servers
• Design and optimize digital workflows in ProSystem/CCH applications
• Coordinate firm operations using cloud-based tools to stay organized
• Troubleshoot and manage software updates and mobile app integrations for the Principal
• Coordinate with Technical Advisory Service Firm

Skills

Microsoft 365

PDF manipulation

Communication

Confidentiality

Cyber hygiene

Tools

ProSystem fx

CCH Axcess

Practice CS

Workflow

QuickBooks

Xero

Adobe Acrobat

Job description

Job Description

Job Description

We are a specialized Tax Consulting firm focused on high-level strategy rather than tax compliance. Because we are a consulting-first practice, we offer a more consistent year-round schedule with limited overtime and work-life balance compared to traditional tax-prep firms. We are looking for a Administrative Specialist who works as “workflow architect” that is a tech-forward professional to manage our digital ecosystem and provide direct technical support to our Senior Principal, moving away from traditional paper-based processes.

Key Requirements

• 5+ years Professional Experience: Must have a background in professional services (CPA or Legal).
• Software Mastery: Advanced proficiency in Microsoft 365 (specifically Excel and Teams) and PDF manipulation (Adobe Acrobat or Bluebeam).
• “Reverse Mentor” Capabilities: Experience assisting senior executive with modern hardware, specifically mastering iPad and Laptop cross-platform applications.
• ProSystem fx/CCH Ecosystem: Proficiency in the CCH suite for document management and consulting workflows.
• Consulting Mindset: Ability to manage long-term consulting projects rather than tax returns.
• Workflow Management: Experience with practice management software (e.g., Practice CS, Workflow, CCH Axcess).
• Digital Security: Understanding of secure document handling, encrypted portals, and SOC-2 compliance basics.
• Accounting Literacy: Basic knowledge of QuickBooks or Xero to assist with data exports and client reporting.
• Communication: Exception written and verbal skills; ability to explain technical portal instructions to non-technical clients.
• Workflow Logic: Experience managing statuses in practice management software to ensure no deadline is missed.
• Technical Literacy: Advanced PDF optimization, secure portal management, and Microsoft 5..
• Strict Confidentiality: Maintain absolute discretion regarding high-net-worth client data and sensitive consulting strategies.
• Cyber Hygiene: Manage secure file transfers via encrypted portals (e.g. CCH Axcess Portal) and avoid unencrypted email attachments.
• Compliance Knowledge: Familiarity with IRS Publication 4557 (Safeguarding Taxpayer Data) and best practices for protecting Personally Identifiable Information (PII) in a hybrid environment.
• Client Onboarding: Manage digital engagement letters and secure portal setup for new clients.
• Maintain the firm’s digital filing system with meticulous attention to detail.

Core Responsibilities

• Principal Support: Act as the “Tech Liaison” for the Senior Principal; ensuring seamless synchronization between iPad, Laptop, and firm servers.
• Digital Workflow Design: Optimize our ProSystem/CCH applications to ensure consulting deliverables move through the firm efficiently.
• Coordination: Manage firm operations using cloud-based tools to maintain a high level of organization.
• Application Management: Troubleshoot and manage software updates and mobile app integrations for the Principal’s hardware suite.
• Coordinate with Technical Advisory Service Firm.