Tax Administrative Assistant

Wilkin & Guttenplan, PC.; United States; Hybrid; USD 58,000 - 72,000; Full time

Benefits offered by this job

Generous PTO

Medical insurance

Dental insurance

Vision insurance

401(k) with employer match

Summer Fridays

Flexible work schedules

Job summary

WilkinGuttenplan, a prominent accounting and advisory firm, seeks an experienced Administrative Assistant to support our leadership and tax team. The role focuses on 1040 intake, document processing, client communication, and coordinating tax workflows with GoFileRoom and related tools.

The ideal candidate brings 3+ years of admin experience, CPA-friendly credentials, strong organizational skills, and a continuous-improvement mindset.

Qualifications

• Minimum 3+ years of administrative experience.
• CPA or professional services firm experience preferred.
• Working knowledge of tax documents (W-2s, 1099s, K-1s) and what a complete set looks like.
• Ability to come into the office as needed is preferred.
• Overtime hours may be required during peak season.
• Strong attention to detail, proofreading and problemSolving skills.
• Continuous-improvement mindset to enhance processes.

Responsibilities

• Manage 1040 intake for individual clients, reviewing W-2s, 1099s, brokerage statements and K-1s to confirm each client’s document set is complete before it goes to the preparer.
• Use tax software, scan-and-import tools, PDF tools, and AI tools to process client documents and review outputs for accuracy.
• Communicate with clients by phone and email regarding documents, deliverables, and requests.
• E-Filing and qualification of tax returns/tax related workflows.
• Assist with tax workflow tracking and act as liaison for the tax staff to ensure deadlines are met.
• Collaborate with administrative team to manage daily workflow and calendars.
• Draft Power of Attorney and Installment Agreements; assist with 1099s and other administrative tasks.

Skills

Administrative experience

Attention to detail

Problem-solving

Continuous improvement mindset

Multitasking

Confidentiality

Verbal & written communication

Team player

Professional demeanor

Education

CPA certification

Tools

Microsoft Word

Excel

Outlook

Adobe

GoFileRoom

CCH

GoTax

Job description

Founded in 1983, WilkinGuttenplan is a leading accounting and advisory firm in New Jersey and New York City. The Firm serves a multitude of industries, including closely held and middle-market businesses and their owners, high-net worth individuals, real estate, healthcare, international commerce, sports and entertainment, professional practices, technology, non-profit, condominiums and cooperatives, and many more. Areas of expertise include tax, auditing, compilations, reviews, financial statement preparation, business valuations and trust & estate solutions. WilkinGuttenplan is an independent member of the BDO Alliance USA.

We are currently seeking an experienced Administrative Assistant who can add value to our growing administrative department. This individual will serve as a key contributor to the daily activity of our firm’s leadership by working directly with our partners, managers, accounting staff, administrative, audit, and tax team. In this role, you will be required to work on a wide range of assignments but will primarily focus on accounting and communication tasks along with managing daily office activities. This role will also play a key part in our individual tax (1040) intake process. We’re looking for someone who brings a continuous-improvement mindset: not just doing the job, but always looking for ways to make it better. We are looking for a well-versed individual who exhibits excellent interpersonal, communication, and organizational skills.

Responsibilities include but are not limited to

• Manage 1040 intake for individual clients, reviewing W-2s, 1099s, brokerage statements and K-1s to confirm each client’s document set is complete before it goes to the preparer.
• Use tax software, scan-and-import tools, PDF tools, and AI tools (within firm policy) to process client documents, and review what those tools produce for accuracy.
• Recognize the difference between a routine missing document and an issue that should be escalated to the preparer or reviewer.
• Communicate directly with clients by phone and email regarding outstanding documents, deliverables, and general requests.
• E-Filing & qualifying of tax returns/tax related workflows.
• Take charge of the annual rollover of tax locators.
• Assemble and process tax returns for both electronic and hard copy delivery to clients.
• Compose, maintain and update client engagement letters.
• Arrange spreadsheets and miscellaneous reports as requested.
• Assist with drafting new client forms.
• Assist with tax workflow tracking and act as a liaison for tax staff to ensure these are addressed & meet deadlines.
• Assist the CIRA Department as needed for administrative tasks (such as e-filing and workflow processing).
• Cross-train to support the A&A team with administrative tasks as needed.
• Draft Power of Attorney, Installment Agreements, etc.
• Process 1099s.
• Assist multiple Partners and Managers with various administrative functions, including client related matters, preparing/editing miscellaneous correspondence, coordinating, and managing calendars and client contacts.
• Manage GoFileRoom (GFR) tax workflows, rollovers, and tracking to meet critical deadlines.
• Collaborate with the administrative team to ensure daily workflow is being effectively handled.
• Diligently review and notarize documents (Notary not mandatory but would be a bonus).
• Assist with various other administrative assignments and special projects as they arise including mailings, faxing, filing, copying, scanning, etc.

• Minimum 3+ years of administrative experience.
• CPA or professional services firm experience preferred.
• Working knowledge of individual tax documents (W-2s, 1099s, brokerage statements, K-1s) and what a complete set looks like for an individual return.
• Ability to come into the office as needed is preferred.
• Overtime hours may be required during busy season (January through April including some Saturdays, depending on workflow as well as September & October major deadlines).
• Strong attention to detail, proofreading, and problem-solving skills.
• A continuous-improvement mindset: motivated not just to get the work done, but to find ways to do it better. Able to spot problems, bring forward practical solutions, and help put better processes in place.
• Ability to prioritize multiple assignments, manage interruptions, and shift priorities with ease.
• Ability to maintain a professional demeanor in a fast-paced, deadline-oriented environment.
• Polished written and verbal communication skills, with the professionalism to interact directly with clients.
• Ability to exercise complete confidentiality while working with sensitive information.
• Energetic team player with a positive attitude.
• Proficient in the use of Microsoft Word, Excel, Outlook and Adobe; GoFileRoom, CCH, GoTax a plus.

Why us?

• We have a unique culture that emphasizes and values flexibility and work/life balance including fully virtual or hybrid work arrangements.
• Our collaborative work environment is strongly committed to your professional growth and success.
• We have a track record of ranking as a Best Place to Work NJ for the past twenty-two years and have won several other awards including Best Firms for Young Accountants, Accounting Today Best Accounting Firms to Work For, Best Accounting Firms for Women, Best Accounting Firms for Millennials, and many more!
• WG offers a competitive salary and benefits package, including generous PTO, Medical, Dental, Vision, 401(k) with employer match, Summer Fridays, flexible work schedules, and much more!
• The estimated salary range for this position is $58,000 - $72,000. Individual salaries are determined through multiple factors permitted by law including but not limited to experience, education, licensure/certification, knowledge, skills and qualifications. WG also offers a comprehensive benefits package and performance award (bonus) eligibility where you’ll be recognized and rewarded based on your performance.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required.

We believe in equal opportunity:

Wilkin & Guttenplan P.C. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to age, race, color, religion, gender, national origin, disability, sexual orientation or protected veteran status, or any other characteristic protected by federal, state or local law.