Administrative Assistant

Job Description – Administrative Assistant, Full-Time
Robert E Carroll, CPA, 11353 Reed Hartman Hwy, Suite 310, Cincinnati, OH 45241
Bob@rcarroll.com or 513-967-5528 
40 hours/week – Monday-Friday January 4-March 5, 2027
50+ hours/week – March 8-April 15, 2027, October 1-15, 2027; weekend hours prior to April 15 and October 15 tax deadlines
Normal Office Hours 8:30-5:00 or 9:00-5:30 (1/2 hour lunch break), 8:30-5:30 (1 hour break)
 
Paid holidays include: New Year’s Day, Memorial Day, July 4, Labor Day, Thanksgiving & Day after Thanksgiving, Christmas
 
PTO/Vacation/Sick: 15 days
 
Eligible for 401(k) participation after 500 hours; significant employer match in lieu of health insurance benefits
 
Primary job responsibilities including, but not limited to:

• Client tax return processing – scan/copy returns, prepare client black folders, save to Gdrive/upload to client portals, prepare/send/manage e-sign documents emailed to clients, meter/mail via Stamps.com, as needed
• Client and practice correspondence MS-Word: Draft/edit/final transmittal letters, extension letters and response to IRS/state/local notices, including filing of REC hard copy correspondence
• Monitor CCH Portal/Document throughout the day for incoming client files, approve/ download print/route portal documents, monitor portal storage space and archive client portal documents from prior year
• Timely maintenance of CCH Workstream throughout return process to manage compliance with client tax return and extension due dates
• Bi-weekly time reporting review and compilation for all staff, for REC entry for online ADP Payroll processing
• Preparation of 1099-NEC, 1099-INT, and 1098s and cover letters for selected clients, as needed
• Generate tax organizers and mail merge cover letter with mailing list
• Prepare labels for client folders and client black binders
• Maintenance/ordering of office supplies, as needed
• Coordinate photocopier/scanner service by M.O.M
• Coordinate disposal of shred documents with Royal Document Destruction
• Gatekeep/Copy original documents of certain clients’ tax data and documents provided with Tax Organizer
• REC time report entry via import from excel spreadsheet and/or manual entry
• Summarize Client WIP Detail Ledger into excel Invoice Worksheet for REC review, draft/final invoices after REC review 

Business Casual-weekdays, Casual-weekends 
Work required in office, remote work currently not an option (i.e., unless weather related or illness related)
No employer provided health insurance benefits