Tax Administration Associate

Summary:

Every role at Trivium Point contributes to producing clear decisions, simplifying complexity, and delivering a sophisticated yet accessible client experience that ensures our clients feel understood, cared for, and confident in their path forward.

All Trivium Point team members are guardians of the firm’s story. In this role, you are expected to:

• A calm, ambitious drive that consistently elevates standards.
• Embracing complexity as an opportunity for growth and refinement, prioritizing human understanding alongside technical excellence.
• Simplifying complexity into clear, actionable steps for clients and colleagues.
• Cultivating a growth mindset and entrepreneurial spirit to adapt to evolving needs and pursue innovative strategies."

The Tax Administrator plays a critical role in supporting the efficient and accurate processing of tax returns. This position requires a highly organized and detail-oriented individual with excellent communication and interpersonal skills. The Tax Administrator will be responsible for managing client files, communicating with clients, processing tax returns, and providing general office support.

Key Responsibilities:

• File Organization & Maintenance:
• Accurately scan, index, and organize electronic client files in accordance with established company protocols.
• Maintain physical client files in a secure and organized manner.
• Ensure all documents (electronic and physical) are properly labeled and stored for easy retrieval and audit trail compliance.
• Implement and maintain a robust document management system to ensure efficient access and retrieval of client information.
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• Data Entry & Verification:
• Accurately enter client data into tax preparation software and other relevant databases.
• Conduct regular data quality checks to ensure accuracy and completeness of information.

• Client Agreements:
• Prepare and distribute client engagement letters and other relevant agreements.
• Track client agreement signatures and follow up with clients to ensure timely completion.
• Respond to client inquiries regarding agreements and related matters in a professional and timely manner.
• Tax Return Delivery:
• Coordinate the delivery of completed tax returns to clients via preferred methods (mail, email, in-person pickup).
• Ensure secure and timely delivery of sensitive client information.
• Client Communication:
• Respond to client inquiries regarding the status of their tax returns, answer general tax-related questions (within scope of role), and direct complex inquiries to appropriate tax professionals.
• Maintain positive and professional client relationships.

• Tax Return Filing:
• Transmit tax returns electronically to the IRS and state agencies using designated tax software.
• Monitor the status of e-filed returns and address any potential filing issues.
• Ensure all tax returns are filed accurately and within established deadlines.
• Post-Filing Support:
• Assist in gathering information for any tax notices or correspondence from the IRS or state agencies.
• Provide basic support to tax professionals in addressing client tax notices and resolving any related issues.

• General Office Duties:
• Answer and direct phone calls professionally.
• Schedule and coordinate client appointments and meetings.
• Manage incoming and outgoing mail and correspondence.
• Assist with office organization and maintenance, including ordering supplies and maintaining a clean and professional workspace.
• Administrative Support:
• Provide general administrative support to the tax department as needed, such as data entry, report generation, and special projects.

Qualifications:

• High School Diploma or equivalent required; Associate's degree in Accounting, Business Administration, or a related field preferred.
• 1-2 years of experience in an administrative or office support role preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and other relevant software.