Position Overview:
We are seeking a detail-oriented Administrative Assistant to support the daily operations of our CPA firm. This role is integral to maintaining efficient workflow across departments by providing high-quality administrative, clerical, and client service support. The ideal candidate is organized, proactive, and capable of managing multiple priorities while maintaining professionalism and confidentiality.

Key Responsibilities:

Client Service & Communication

Answer and route incoming calls with professionalism and efficiency
Coordinate client onboarding, including preparation and distribution of engagement letters
Upload completed tax returns to ShareFile and manage collection of electronic filing authorizations (e-file forms)
Facilitate secure document exchange via ShareFile, including client uploads and downloads
Assist clients with portal access, document retrieval, and submission inquiries
Process certified mail (scan and retain receipts/certificates) and manage Federal Express shipments, including tracking documentation

Administrative & Office Support

Receive, open, and distribute incoming mail in a timely manner
Scan invoices and file within appropriate vendor or client directories
Digitize client correspondence and route to appropriate staff
Scan and distribute client documents to tax preparers and internal teams
Prepare and issue engagement letters for new and existing clients
Support miscellaneous filings, including BPOL, BPPT, notice responses, and Power of Attorney (POA) documentation

Technology, File & Project Management

Maintain accurate client records and project statuses within Karbon, UltraTax, and ShareFile
Download, save, and organize client documents in designated firm directories (J: drive)
Digitize and organize documents received via mail or in-person delivery
Create and manage projects in Karbon and establish client folder structures
Perform general administrative tasks including faxing, filing, and maintaining organized physical and electronic records in compliance with firm standards

Qualifications:

High school diploma required; associate’s degree or higher preferred
Minimum of 2+ years of administrative experience; prior experience in a CPA or professional services firm strongly preferred
Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
Experience with Karbon, UltraTax, ShareFile, or similar systems preferred
Strong organizational skills with exceptional attention to detail
Excellent written and verbal communication skills
Ability to manage sensitive client information with a high level of confidentiality

Core Competencies:

Strong organizational and time management skills with the ability to prioritize effectively
Dependable, punctual, and professional in demeanor
Collaborative team player with a client-service mindset
Proactive problem-solver with the ability to work independently
Adaptable in a fast-paced environment, particularly during peak tax season
Detail-oriented with a high degree of accuracy

Work Environment:

In-office (5 days per week)

Compensation & Benefits:

Competitive compensation based on experience
Paid holidays and paid time off

**If you are interested in this position, please apply online ** Please no phone calls

Pay: $24.00 - $29.00 per hour

Benefits:

Dental insurance
Health insurance
Paid time off
Vision insurance

Application Question(s):

How many years of administrative experience do you have in a professional office environment?
Do you have experience working in a CPA firm, accounting firm, or similar professional services environment?
Are you comfortable working fully in-office, Monday through Friday?
What is your desired hourly pay range?
What is your best contact number?

Experience:

Tax: 1 year (Required)

Ability to Commute:

Fairfax, VA 22030 (Required)

Work Location: In person

Aiken Warner PLLC

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