Collator

Watler Accounting CPAs PC; Mount Carmel (IL); On-site; USD 21,000 - 30,000; Part time

Job summary

Watler Accounting CPAs PC in Illinois is seeking an organized Office Collator to assemble documents and manage filing workflows for federal, state, and local returns. This role focuses on accuracy, confidentiality, and adherence to firm standards while handling both physical and digital files.

You will support packaging, distribution of client materials, and basic administrative tasks across busy tax seasons, with flexibility to work 15–25 hours weekly and more during peak periods.

Qualifications

• Must have high attention to detail.
• Strong organizational skills across multi-page documents.
• Technical proficiency with office hardware and software.
• Ability to maintain client confidentiality and privacy.
• Dependable with punctuality and focus during peak periods.
• Flexible weekday hours; 15–25 hours per week with increased hours during tax season.
• Ability to sit or stand at assembly stations for extended periods.

Responsibilities

• Document assembly with quality control according to firm standards.
• Digital processing and file management using TPS software.
• Package completed returns with client instructions and manage mailings.
• Maintain inventory and communicate with managers about discrepancies.

Skills

Attention to detail

Organizational skills

Technical proficiency

Confidentiality

Dependability

Scheduling flexibility

Physical stamina

Tools

MS Office

MS Excel

PDF readers/editors

Job description

We are looking for an organized, detail-oriented Office Collator who will assemble documents and follow quality control frameworks, process physical and digital files, package and distribute client's returns and reports, and maintain collate inventory at assembly stations.

This is a part-time position and candidates will need to be able to work flexible hours and more hours during tax season (January 15th - April 30th). They must have experience using printers, computers, digital filing, and have exceptional attention to detail.

Responsibilities:

• Document Assembly & Quality Control:
  • Accurately collate, assemble, and staple paper tax returns (Federal, State, and local) according to firm standards and client filing instructions.
  • Add federal and state withholdings and compare to e-file forms to ensure they are accurate.
• Digital Processing & File Management:
  • Scan workpapers and organizers into our document management system.
  • Create digital and physical client folders.
  • Assign the work to the next employee and update the status using TPS software.
• Packaging & Client Distribution:
  • Package completed returns in branded tax folders, envelopes, or shipping mailers with clear client instruction sheets.
  • Prepare mailings via standard mail, certified mail, or courier services, tracking delivery receipts when required.
  • Help maintain client confidentiality by strictly following HIPAA/IRS privacy and data protection guidelines.
• Administrative Support:
  • Maintain paper, binder, folder, and envelope inventory at assembly stations.
  • Proactively communicate with managers about missing forms, unclear instructions, or discrepancies found while collating.

Qualifications & Key Competencies:

• High Attention to Detail.
• Organizational Skills: Ability to handle multiple multi-page documents simultaneously without mixing up client information.
• Technical Proficiency: Basic comfort with office hardware (high-speed scanners, copy machines) and standard software (MS Office, MS Excel, PDF readers/editors, email).
• Confidentiality: High degree of integrity and commitment to maintaining strict client privacy and data security.
• Dependability: Punctual and able to maintain steady focus during peak tax volume periods.
• Schedule: Flexible weekday hours (e.g., 15–25 hours per week; potential for increased hours closer to tax deadlines).
• Physical Requirements: Ability to sit or stand at assembly stations for extended periods and perform repetitive hand motions (stapling, folding, sorting paper).