Certified Public Accountants
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Job Details

Title Administrative Specialist
Employee Type Experienced
Location St. Louis, MO

The Tax Production Specialist is responsible for the 1040/1041 scanning and autoflow processes.  This position works closely with the St Louis Tax Scheduling Coordinator to assist with scheduling and monitoring of productivity of St Louis tax team members.  The position deals with coordinating work schedules, resolution of scheduling conflicts, coordination of work with other office locations and special reports.  Reporting to the Director of Tax Operations, this role will also provide direct administrative support to the Tax Technology Information Analyst, St Louis tax department leadership and the Tax Production team on a limited, as needed basis. 

Major Responsibilities

  • Scanning and autoflow of original client documents for 1040s and 1041s
    • Prepare documents for scanning by organizing/separating client documents and inserting target sheets
    • Scan client documents received electronically
    • Merge scans received both electronically and in paper
    • Perform autoflow function to populate information into tax return software
    • Updates workstream for procedures performed
    • Troubleshoot errors and issues with scan/autoflow software and hardware
    • Oversee the scanning/autoflow process and flow on a daily basis.  Identifies areas in need of additional support and coordinates with the Director of Tax Operations to deploy or redirect resources as needed to assist with tasks
    • Maintain instructions for scanning/autoflow procedures for all offices
    • Supervise and train seasonal team members on the scanning and autoflow processes
    • Works directly with and meets regularly (via videoconference) with a team of peers to run consistent application of the scanning/autoflow function of the firm and share resources across offices.  This team of peers includes the tax production team members in St Louis, Kansas City, Denver, Las Vegas, Chicago and Nashville (and future offices).
  • Schedule team members to client engagements and special projects
    • Works directly with St Louis Tax Scheduling Coordinator
    • Generates and distributes weekly staffing/scheduling reports from Practice Management, ProStaff and Workstream for all offices
    • Coordinate with scheduling coordinators in other offices to move work as needed
    • Coordinate and conduct scheduling meetings
    • Participate in weekly scheduling calls with office scheduling coordinators during tax season
    • Coordinate schedules of tax interns and any seasonal professional staff team members
    • Maintain frequent communication with staff to have most current scheduling information
  • Maintenance of schedules/assignments in ProStaff and Workstream
    • Enter assignments for tax team members in ProStaff
    • Review budgeted hours with tax managers for accuracy
    • Review/edit team member schedules for actual timing of engagements
    • Update 1040/1041 assignments in Workstream as needed
    • Assist new tax partners/managers with client transitions—update Focis, Workstream and Prostaff
  • Tax Production reporting
    • Prepare and distribute standard weekly due date/project tracking reports for all offices
    • Obtain documentation of team member PTIN numbers and maintain annual list for compliance

Other Responsibilities

  • Tax Production
    • Provide backup support to tax production team members with processing and assembly of returns, e-filing, extensions and scanning when necessary
  • Other duties--as assigned

Preferred Experience/Background/Skills

  • High School Diploma/GED required, Associate’s or Bachelor’s Degree preferred
  • Minimum of 3 years work experience in an administrative / operations role
  • Highly motivated, professional, energetic and resourceful
  • Excellent organizational skills with high attention to detail
  • Strong interpersonal skills; ability to interact effectively with all levels both internally and externally
  • Able to work independently with minimal supervision, as well as in a team environment, supporting multiple people and priorities in a fast paced environment
  • Ability to work effectively in deadline situations
  • Excellent written and oral communication skills
  • Strong MS Office skills (Outlook, Word, Excel, PowerPoint)
  • Strong PC skills, including Adobe Acrobat.
  • Flexibility with overtime in order to meet deadlines

Working Conditions

  • Travel for this position will be minimal
  • Ability to sit for long periods of time
  • Ability to move throughout office
  • Ability to lift, carry, push, pull up to 30-50 pounds
  • Ability to speak English to communicate with clients, team members, etc.
  • Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities.
  • Please view Equal Employment Opportunity Posters provided by OFCCP here.
  • The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)
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