Tax Administrative Assistant

BerryDunn — Assurance, Tax and Consulting; Portland (ME); On-site; USD 74,501,000 - 85,962,000; Full time

Job summary

BerryDunn in Portland, Maine is seeking a Tax Administrative Assistant to join our Tax Services Group. This in-office role supports day-to-day operations by coordinating with Tax Processing Specialists and the Tax Operations Manager to ensure accuracy and timely service.

You will manage client documents, prepare invoices, help with mailings, and assist with meetings and events. This role offers growth opportunities and exposure to tax software platforms within a collaborative team.

Qualifications

• Strong attention to detail and a high level of quality in your work product.
• Excellent organizational abilities and administrative skills.
• Ability to prioritize, organize, and manage multiple responsibilities in a fast-paced environment while working independently and collaboratively.
• Ability to handle confidential and sensitive information.
• Ability to understand and meet deadlines, including following up with stakeholders as needed.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Adobe Acrobat.

Responsibilities

• Assist with delivery of Tax Organizers – including printing, mailing, electronic delivery via HubSync or secured email.
• Digitizing, scanning, and processing organizers using tax scanning and processing systems.
• Maintain client transit files and return records to clients after filing deadlines.
• Assist with the distribution of Tax Organizers, including printing, mailing, and electronic delivery via secure client portals and email.
• Assist with printing and mailing returns.
• Prepare, Print, and mail invoices.
• Sort and distribute incoming tax mail to team members.
• Order office supplies for the Processing mail room.
• Process new client forms, client updates, including initial setup across firm systems.
• Schedule meetings, trainings, webinars (Zoom/Teams), room reservations.
• Coordinate meal arrangements for meetings, trainings, and events.
• Coordinate Tax Group celebrations & social activities, & training events.
• Maintain the Tax Services Organizational Chart on InfoLink and upload new files/videos for staff when needed.

Skills

Attention to detail

Organizational skills

Prioritization

Confidentiality

Deadline management

Microsoft Office

Tools

HubSync

Salesforce

CCH Axcess Platform

CCH ProSystem fx Scan & AutoFlow

Adobe Acrobat

Outlook

Excel

PowerPoint

Job description

Overview

BerryDunn is seeking a Tax Administrative Assistant to join our Tax Services Group. This role works closely with our Tax Processing Specialists and Tax Operations Manager to support efficient day-to-day operations. As a Tax Administrative Assistant, you will manage a variety of administrative and clerical responsibilities while bringing accuracy, professionalism, and a positive attitude to your work. This position offers opportunities for growth and expanded responsibilities as you develop your skills and demonstrate your strengths. You will also gain exposure to tax operations, client service processes, and the technology platforms that support our Tax Services Group, providing valuable experience and professional development opportunities. We are looking for a motivated and highly organized individual who thrives in a fast-paced environment and enjoys managing multiple priorities. The ideal candidate can effectively prioritize and reprioritize tasks throughout the day, work both independently and collaboratively, and contribute to the team's success while meeting deadlines and supporting departmental goals. This is an in-office position based in our Portland, Maine office. This role reports directly to the Tax Operations Manager.

You Will

Client Documents & Tax Administration

• Assist with delivery of Tax Organizers – including printing, mailing, electronic delivery via HubSync or secured email.
• Assist with digitizing, scanning, and processing organizers using tax scanning and processing systems.
• Maintain client transit files and return records to clients after filing deadlines.
• Assist with the distribution of Tax Organizers, including printing, mailing, and electronic delivery via secure client portals and email.
• Assist with printing and mailing returns.
• Prepare, Print, and mail invoices.
• Sort and distribute incoming tax mail to team members.
• Order office supplies for the Processing mail room.
• Process new client forms, client updates, including initial setup across firm systems.

Training, Meetings & Events

• Schedule meetings, trainings, webinars (Zoom/Teams), room reservations.
• Coordinate meal arrangements for meetings, trainings, and events.
• Coordinate Tax Group celebrations & social activities, & training events.

Administrative Reporting & Team Support

• Maintain the Tax Services Organizational Chart on InfoLink and upload new files/videos for staff when needed.
• Maintain the Tax Personnel Tracker.

We value team members who are collaborative, professional, and growth-oriented. In this role, you will contribute to team goals, build positive working relationships, and support a service-focused culture while continuously developing your skills and knowledge.

You Have

• Strong attention to detail and a high level of quality in your work product.
• Excellent organizational abilities and administrative skills.
• Ability to prioritize, organize, and manage multiple responsibilities in a fast-paced environment while working independently and collaboratively.
• Ability to handle confidential and sensitive information.
• Ability to understand and meet deadlines, including following up with stakeholders as needed.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Adobe Acrobat.
• Experience with client portal, document management, workflow, or tax software platforms, including HubSync, Salesforce, the CCH Axcess Platform, and CCH ProSystem fx Scan & AutoFlow, is helpful but not required.

Compensation Details

The hourly rate for this role is $26 to $30 per hour. This rate range represents BerryDunn’s good faith and reasonable estimate of the possible compensation at the time of posting. If an applicant possesses experience, education, or other qualifications more than the minimum requirements for this posting, that applicant is encouraged to apply, and a final rate may then be based on those additional qualifications; compensation decisions are dependent on the facts and circumstances of each case. The hourly rate for the finalist selected for this role will be based on a variety of factors, including but not limited to, years of experience, depth of experience, seniority, merit, education, training, amount of travel, and other relevant business considerations.

BerryDunn Benefits & Culture

Our people are what make BerryDunn special, and in return we strive to support our employees and help them thrive. Eligible employees have access to benefits that go beyond what’s expected to support their physical, mental, career, social, and financial well‑being. Visit our website for a complete list of benefits and a look into our culture: Experience BerryDunn.

We will ensure that individuals are provided reasonable accommodation to participate in the job application or interview process or perform essential job functions.

We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender, gender identity or expression, or veteran status. We are proud to be an equal opportunity workplace.

About BerryDunn

BerryDunn is the brand name under which Berry, Dunn, McNeil & Parker, LLC and BDMP Assurance, LLP, independently owned entities, provide services. Since 1974, BerryDunn has helped businesses, nonprofits, and government agencies throughout the US and its territories solve their greatest challenges. The firm’s tax, advisory, and consulting services are provided by Berry, Dunn, McNeil & Parker, LLC, and its attest services are provided by BDMP Assurance, LLP, a licensed CPA firm. BerryDunn is a client-centered, people-first professional services firm with a mission to empower the meaningful growth of our people, clients, and communities. The firm has been recognized for its efforts in creating a diverse and inclusive workplace culture, and for its focus on learning, development, and well‑being. Learn more at berrydunn.com.