Job Overview
We are seeking a detail-oriented, experienced, and proactive office management assistant to work with the office manager for daily administrative and clerical operations during our fast-paced filing season (flexible start time February 2026 - April 15, 2026, with possible overtime/weekend work). Seasonal full time or part time, in person, south Walnut Creek location. The ideal candidate will be an organized self-starter with a commitment to accuracy and efficiency. This role involves ensuring smooth office functionality, providing excellent client service, and supporting the professional staff to meet critical deadlines.
Key Responsibilities
The Office Manager's assistant will work in a blend of general office administration with specific tax and accounting support functions (with training and guidance provided by the office manager):
Office Operations & Facilities Management:
o Conduct and coordinate office services and related activities
o Coordinate maintenance and repair of key software and hardware products with consultants and vendors
Client Relations & Front Desk Management:
o Serve as the primary point of contact for clients, greeting them and managing incoming calls and correspondence
o Provide customer service across all platforms
Document & Data Management:
o Work in both a paperless environment, (including scanning, electronic filing, assembly, and distribution of tax documents), and of physical documents.
o Assemble/prepare paper copy tax organizers and finished tax returns, including follow-up and client requests
o Assist in management of e-filed tax returns to ensure acceptance from various taxing authorities
Technology & Systems Support:
o Provide basic IT support to staff and coordinate with external IT vendors for complex issues.
Qualifications and Skills
Education: A bachelor's degree in Business, Accounting, or a related field (in-process OK) is helpful
Experience:
o Two or more years of prior office management and/or administrative support is desirable
o Prior work experience in an accounting, bookkeeping, or tax-related environment is a significant advantage.
o Experience with tax return processing and submission is a strong plus.
Technical Proficiency:
o Proficiency in Excel, Word, and Outlook is desirable
o Experience with accounting software such as QuickBooks is helpful
o Familiarity with tax preparation software (ProSystem fx Tax Preparation) and document management systems (SafeSend) is highly desirable but training can be provided.
Core Competencies:
o Strong attention to detail and accuracy in all tasks.
o Excellent organizational and time management skills, with the ability to manage multiple projects and meet changing priorities and deadlines efficiently.
o Strong written and verbal communication skills.
o Ability to work independently as a self-starter and collaboratively as part of a team.
o A high level of integrity and ability to maintain client confidentiality.