Tax Production Specialist

RubinBrown LLP; St. Louis (MO); On-site; USD 60,000 - 90,000; Full time

Job summary

RubinBrown LLP in St. Louis seeks a Tax Department Administrator to support SafeSend and e-file workflows. You will act as SME for SafeSend, troubleshoot user questions, prepare organizer data, and ensure timely submission of tax returns.

The role requires strong organization, attention to detail, and the ability to train staff and interns. Hybrid/office environment with occasional after-hours support during peak tax season.

Qualifications

• Bachelor’s degree in business administration or related degree (preferred, not required).
• Three or more years of work experience in a related position.
• Experience with various technology platforms – including proficiency in Word, Excel, and PowerPoint.

Responsibilities

• SafeSend Administration & Support
• Serve as the firm’s primary Subject Matter Expert (SME) for SafeSend
• Provide timely support and troubleshooting assistance to internal staff and external clients regarding SafeSend-related questions and issues
• Respond to client inquiries and support requests
• Attend staff meetings to answer questions and provide guidance
• Deliver both scheduled and ad hoc training sessions
• Provide daily support for staff requests, issues, and questions
• Maintain regular communication with SafeSend representatives to stay informed of product updates, enhancements, and known issues
• Act as the primary liaison during SafeSend outages or system issues and communicate updates to stakeholders
• Assist with onboarding and training tax production interns and other team members on SafeSend processes and best practices
• Create, maintain, and annually update the firm's comprehensive 1040 and 1041 organizer master list, including organizer preferences and delivery methods
• Collect, organize, and input client data required for organizer processing
• Create and distribute electronic organizers through SafeSend
• Provide support and troubleshooting assistance related to organizer delivery and processing for both internal and external clients
• Create, maintain, and distribute paper organizer tracking lists for all office locations
• Manage weekly organizer reminders and update organizer statuses as requested
• Process and distribute individual organizers throughout the year
• Section 7216 Consent Form Administration
• Assist with the collection, organization, and maintenance of client consent information
• Create and maintain the master tracking list for consent form delivery
• Prepare and distribute SafeSend batches for consent form delivery
• Update firm systems and grant access to client data when signed consent forms are received
• Monitor and manage completed consent forms within SafeSend
• Manage reminder campaigns and follow-up communications related to outstanding consent forms
• Process cancellation requests and maintain related tracking records
• Provide support and guidance to staff regarding 7216 consent questions and issues
• E-Filing Administration
• Maintain e-filing systems and workflows to ensure accurate and timely submission of tax returns
• Monitor and manage e-file activity, including rejected returns, submitted returns and workflow statuses
• Respond to daily requests and inquiries from tax professionals and support staff
• Assist in identifying, researching and resolving e-filing issues
• Automated E-File Process Oversight
• Review and process returns that cannot be submitted through the automated e-filing process
• Monitor the e-file dashboard daily to identify returns requiring additional follow-up.
• Coordinate with engagement teams to resolve issues that prevent successful e-filing and ensure timely resubmission.
• Tax Production Support
• Provide backup support for tax return processing, assembly and extension preparation for tax production team members across all offices
• Participate in special projects and process improvement initiatives to enhance efficiency and consistency within the Tax Department
• Work directly with teams of tax production team members through regular meetings to promote consistent processes, share resources and support firmwide objectives
• Maintain accurate and written procedures, process documentation and training materials for assigned duties
• Perform other duties and responsibilities as assigned

Skills

Word

Excel

PowerPoint

Client service

Interpersonal skills

Problem-solving

Multitasking

Education

Bachelor's degree in Business Administration

Tools

SafeSend

Job description

St. Louis Office
St. Louis, MO 63105, USA

RubinBrown LLPis one of the nation’s leading accounting and professional consulting firms with a commitment to building personal relationships and delivering totally satisfied clients. The RubinBrown name and reputation are synonymous with experience, integrity, and value. We have revenue of approximately $265 million with 1,000+ team members across locations in Chicago, Denver, Detroit, Kansas City, Las Vegas, Mumbai (India), Nashville, and St. Louis.

This position serves as a critical operational resource for the Tax Department, providing firmwide support for the electronic tax return delivery system (SafeSend), organizer processing, Section 7216 consent administration, electronic filing operations, tax return assembly support, and workflow maintenance. This role requires strong technical expertise, exceptional organizational skills, attention to detail and a commitment to delivering outstanding service to both internal and external clients.

Major Responsibilities

• SafeSend Administration & Support
• Serve as the firm’s primary Subject Matter Expert (SME) for SafeSend
• Provide timely support and troubleshooting assistance to internal staff and external clients regarding SafeSend-related questions and issues
• Respond to client inquiries and support requests
• Attend staff meetings to answer questions and provide guidance
• Deliver both scheduled and ad hoc training sessions
• Provide daily support for staff requests, issues, and questions
• Maintain regular communication with SafeSend representatives to stay informed of product updates, enhancements, and known issues
• Act as the primary liaison during SafeSend outages or system issues and communicate updates to stakeholders
• Assist with onboarding and training tax production interns and other team members on SafeSend processes and best practices
• Create, maintain, and annually update the firm's comprehensive 1040 and 1041 organizer master list, including organizer preferences and delivery methods
• Collect, organize, and input client data required for organizer processing
• Create and distribute electronic organizers through SafeSend
• Provide support and troubleshooting assistance related to organizer delivery and processing for both internal and external clients
• Create, maintain, and distribute paper organizer tracking lists for all office locations
• Manage weekly organizer reminders and update organizer statuses as requested
• Process and distribute individual organizers throughout the year
• Section 7216 Consent Form Administration
• Assist with the collection, organization, and maintenance of client consent information
• Create and maintain the master tracking list for consent form delivery
• Prepare and distribute SafeSend batches for consent form delivery
• Update firm systems and grant access to client data when signed consent forms are received
• Monitor and manage completed consent forms within SafeSend
• Manage reminder campaigns and follow-up communications related to outstanding consent forms
• Process cancellation requests and maintain related tracking records
• Provide support and guidance to staff regarding 7216 consent questions and issues
• E-Filing Administration
• Maintain e-filing systems and workflows to ensure accurate and timely submission of tax returns
• Monitor and manage e-file activity, including rejected returns, submitted returns and workflow statuses
• Respond to daily requests and inquiries from tax professionals and support staff
• Assist in identifying, researching and resolving e-filing issues
• Automated E-File Process Oversight
• Review and process returns that cannot be submitted through the automated e-filing process
• Monitor the e-file dashboard daily to identify returns requiring additional follow-up.
• Coordinate with engagement teams to resolve issues that prevent successful e-filing and ensure timely resubmission.
• Tax Production Support
• Provide backup support for tax return processing, assembly and extension preparation for tax production team members across all offices
• Participate in special projects and process improvement initiatives to enhance efficiency and consistency within the Tax Department
• Work directly with teams of tax production team members through regular meetings to promote consistent processes, share resources and support firmwide objectives
• Maintain accurate and written procedures, process documentation and training materials for assigned duties
• Perform other duties and responsibilities as assigned

Preferred Experience/Background/Skills

• Bachelor’s degree in business administration or related degree (preferred, not required).
• Three or more years of work experience in a related position.
• Experience with various technology platforms – including proficiency in Word, Excel, and Powerpoint.
• Client service experience.
• Strong interpersonal skills.
• Strong problem-solving skills.
• Ability to handle a variety of tasks at one time.
• Ability to work more than normal work hours, when necessary.

Working Conditions

• Typical office hours of 8:00am – 5:00pm.
• Must be available for on-call coverage during evenings, weekends, and holidays as requested.
• Ability to work extra hours, different hours, or staggered hours as determined by the workload and expectations, especially between February and April each year.
• Some travel will be required to assist in other locations
• Ability to sit for long periods of time.
• Ability to move throughout office.
• Ability to lift, carry, push, and pull up to 50 pounds if needed.
• Ability to communicate with clients, team members, etc.

Colorado, Illinois, and Nevada Salary Statement:

The salary range displayed is specifically for those potential applicants who will work or reside in the states of Colorado and Las Vegas if selected for the role. Any offered salary is determined based on internal equity, internal salary ranges, market data/ranges, applicant skills and prior relevant experience, degrees and certifications (e.g. JD / technology).

To foster a highly respected, inclusive culture that helps foster and promote an environment that is diverse and equitable for all team members and the firm to achieve growth and deepened expertise. RubinBrown is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law. Accommodations are available on request for candidates taking part in all aspects of the selection process. To request accommodation, please contact your recruiter.

EEO Employer W/M/Vet/Disabled

Qualifications

Behaviors

Required

Detail Oriented

Capable of carrying out a given task with all details necessary to get the task done well

Motivations

Required

Self-Starter

Inspired to perform without outside help

Education

Preferred

Bachelors or better in Business Administration or related field.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.