Job Title: Administrative Assistant

Location: Fairfax, VA

Reports To: Firm Manager

Position Overview:

The Administrative Assistant supports the daily operations of the CPA firm by providing administrative, clerical, and client service support. This position ensures smooth workflow across departments by maintaining organized systems, accurate records, and professional communication with clients and team members.

Key Responsibilities:

Client Service & Communication

Answer and direct phone calls in a professional and courteous manner
Assist with client onboarding, engagement letters, and communication follow-ups
Upload completed tax returns to ShareFile and obtain electronic filing authorizations (e-file forms) from clients
Handle certified mailings (scan receipts and certificates) and Federal Express shipments (record and save tracking information)
Manage client downloads, uploads, and document sharing via ShareFile
Support clients with document submission, file retrieval, and portal access questions

Administrative & Office Support

Receive, open, and distribute all incoming mail
Scan invoices and file in appropriate vendor or client folders
Scan client correspondence to the J: drive and upload/send to the appropriate person
Scan incoming client documents and forward them to tax preparers or relevant staff
Prepare and send engagement letters for new and existing clients
Order and maintain office supplies to ensure smooth daily operations
Manage miscellaneous filings such as BPPT, BPOLs, and notice responses (including POAs)

Technology, File & Project Management

Maintain and update client records and project status in Karbon, UltraTax, and ShareFile
Download and save client documents received through ShareFile to the appropriate folders
Scan and digitally organize documents received via mail or in-person drop-off
Create new projects in Karbon, and set up client folders on the J: drive
Fax, file, and maintain physical and digital records in compliance with firm standards

Qualifications:

Education: High school diploma required; associate’s degree or higher preferred
Experience: 2+ years of administrative or office experience (CPA or professional services firm preferred)
Skills:
Proficiency with Microsoft Office Suite (Word, Excel, Outlook)
Familiarity with accounting systems such as Karbon, UltraTax, and ShareFile preferred
Strong organizational skills, attention to detail, and ability to manage multiple priorities
Excellent written and verbal communication skills
Ability to maintain confidentiality and handle sensitive client information with discretion

Personal Attributes:

Dependable and punctual, with a strong sense of professionalism
Strong communication skills
Team player who thrives in a collaborative office environment
Proactive problem solver with strong time management skills
Adaptable during peak workloads, particularly in tax season
Great organizational skills
Detail oriented
Ability to prioritize tasks and deadlines
Professional appearance and demeanor
Ability to work in-office 5 days a week

Compensation & Benefits:

Competitive pay based on experience
Paid holidays and time off

**Please do not call to inquire about this position. Please fill out application/apply via Indeed**

Job Type: Full-time

Pay: $23.00 - $27.00 per hour

Expected hours: 40 per week

Benefits:

Dental insurance
Health insurance
Paid time off
Vision insurance

Application Question(s):

Why are you applying for this role?
Do you have experience working at a CPA Firm?

Experience:

Administrative: 1 year (Required)

Ability to Commute:

Fairfax, VA 22030 (Required)

Work Location: In person

Aiken Warner PLLC

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