Administrative Specialist

Summary

Lavine, Lofgren, Morris & Engelberg, LLP (“LLME”) is seeking an Administrative Specialist to provide administrative and operational support to the firm, with particular emphasis on supporting the Tax Department and client service processes. This position plays an important role in maintaining efficient day-to-day operations, supporting tax engagement workflows, coordinating client information and deliverables, assisting with timely collection of client payments and supporting general firm operations.  This position will report to the COO.

This position generally operates in a professional office environment and requires extended use of computers and standard office equipment. Additional hours will be required during tax season, filing deadlines, and other peak workload periods.

This job description is intended to describe the general nature and level of work performed by individuals assigned to this position. It is not intended to be an exhaustive list of all responsibilities, duties, or qualifications. Responsibilities may be modified or expanded based on the needs of the firm.

General Administrative & Firm Operations

• Provide day-to-day administrative support to partners, managers, and professional staff.
• Assist with client onboarding, including creation of client records, engagement documentation, contact information, and administrative setup.
• Prepare, format, proofread, scan, copy, and organize correspondence, reports, engagement letters, and other documents.
• Maintain electronic client files and assist with document management in accordance with firm policies.
• Maintain client contact information and other administrative data within firm systems.
• Coordinate meetings, conference rooms, appointments, and other scheduling as needed.
• Assist with office supply ordering and stocking, equipment needs and vendor coordination.
• Coordinate office facilities requests, working directly with property management to ensure that office repairs and janitorial needs are addressed promptly
• Answer and route telephone calls and assist clients and visitors in a professional manner.
• Coordinate incoming and outgoing mail, overnight deliveries, certified mail, and electronic document delivery.
• Assist with firmwide event planning
• Support firm-wide administrative projects and special projects as assigned.
• Maintain confidentiality of client, employee, and firm information.

Tax Department Support

• Assist with preparation and processing of individual, business, trust, estate, and other tax return engagement documents.
• Assemble and organize tax return information and supporting documentation for professional staff.
• Assist with electronic tax return workflow, including tracking returns through preparation, review, client signature, e-filing, and completion.
• Prepare and distribute electronic signature requests, tax return copies, payment instructions, vouchers, and related client deliverables.
• Assist with submission of e-file authorization forms and follow up with clients as appropriate.
• Track tax return filing status, extensions, estimated tax payments, and other administrative deadlines.
• Assist with tax organizers, engagement letters, extension communications, and other recurring client correspondence.
• Upload and download documents through the firm's secure client portal and assist clients with basic portal access or document-delivery questions.
• Coordinate delivery and receipt of client tax documents and maintain appropriate records.
• Assist with obtaining missing client information at the direction of tax professionals.
• Maintain tax processing lists, deadline reports, and workflow information.
• Assist with administrative aspects of IRS and state tax authority correspondence, including copying, scanning, mailing, certified-mail tracking, and maintaining copies in client files.
• Support Tax Department projects and deadline-related administrative needs

Accounts Receivable

• Record and apply client payments to the appropriate invoices and accounts.
• Process payments received by check, ACH, wire transfer, credit card, or other approved methods in accordance with firm internal controls.
• Assist with daily or periodic reconciliation of payments received to amounts recorded in the firm's billing/accounting system.
• Prepare and distribute client account statements and payment reminders.
• Document collection activity, client communications, payment commitments, and disputed balances.
• Research payment discrepancies, unapplied payments, duplicate payments, credits, and other account issues and work with appropriate firm personnel to resolve
• Maintain current client billing contacts and payment information.
• Assist with monthly accounts receivable reporting, including aging, collections, outstanding balances, and other management reports.
• Maintain appropriate segregation of duties and follow firm controls relating to billing, payment processing, refunds, credits, write-offs, and changes to client payment instructions.

Education & Experience

• Associate or bachelor’s degree preferred.
• 2+ years of administrative, accounting support, bookkeeping, billing, accounts receivable, or professional-services experience preferred.
• Prior experience in a CPA firm, accounting firm, law firm, financial services firm, or another professional-services environment strongly preferred.

Technical Skills

• Proficiency with Microsoft Outlook, Word, Excel, and Adobe Acrobat.
• Experience with CCH Axcess Suite (Practice Management, Tax and Workflow) is a plus
• Comfortable working with document management systems, client portals, electronic signatures, and cloud-based applications.
• Ability to learn new software and technology quickly.

Knowledge, Skills & Abilities

• Exceptional organizational skills and attention to detail.
• Ability to manage multiple priorities and deadlines simultaneously.
• Strong written and verbal communication skills.
• Professional telephone and client-service skills.
• Strong follow-through and ability to independently track outstanding items.
• Ability to handle sensitive and confidential financial, tax, employee, and client information appropriately.
• Strong proofreading and data-entry accuracy.
• Ability to work effectively both independently and as part of a team.
• Flexibility to adapt to changing priorities during tax season and other deadline periods.

Benefits:

• Competitive salary
• Health, dental, vision, life, long-term disability insurance
• 401(k) plan
• Free parking