Tax Administrative Assistant

Founded in 1983, Wilkin Guttenplan is a leading accounting and advisory firm in New Jersey and New York City. The Firm serves a multitude of industries, including closely held and middle-market businesses and their owners, high-net worth individuals, real estate, healthcare, international commerce, sports and entertainment, professional practices, technology, non-profit, condominiums and cooperatives, and many more. Areas of expertise include tax, auditing, compilations, reviews, financial statement preparation, business valuations and trust & estate solutions.

Wilkin Guttenplan is an independent member of the BDO Alliance USA.

We are currently seeking an experienced Administrative Assistant who can add value to our growing administrative department. This individual will serve as a key contributor to the daily activity of our firm’s leadership by working directly with our partners, managers, accounting staff, administrative, audit, and tax team. In this role, you will be required to work on a wide range of assignments but will primarily focus on accounting and communication tasks along with managing daily office activities.

This role will also play a key part in our individual tax (1040) intake process. We’re looking for someone who brings a continuous-improvement mindset: not just doing the job, but always looking for ways to make it better. We are looking for a well-versed individual who exhibits excellent interpersonal, communication, and organizational skills.

• Manage 1040 intake for individual clients, reviewing W-2s, 1099s, brokerage statements and K-1s to confirm each client’s document set is complete before it goes to the preparer.
• Use tax software, scan-and-import tools, PDF tools, and AI tools (within firm policy) to process client documents, and review what those tools produce for accuracy.
• Recognize the difference between a routine missing document and an issue that should be escalated to the preparer or reviewer.
• Communicate directly with clients by phone and email regarding outstanding documents, deliverables, and general requests.
• E-Filing & qualifying of tax returns/tax related workflows.
• Take charge of the annual rollover of tax locators.
• Assemble and process tax returns for both electronic and hard copy delivery to clients.
• Compose, maintain and update client engagement letters.
• Arrange spreadsheets and miscellaneous reports as requested.
• Assist with drafting new client forms.
• Assist with tax workflow tracking and act as a liaison for tax staff to ensure these are addressed & meet deadlines.
• Assist the CIRA Department as needed for administrative tasks (such as e-filing and workflow processing).
• Cross-train to support the A&A team with administrative tasks as needed.
• Draft Power of Attorney, Installment Agreements, etc.
• Process 1099s.
• Assist multiple Partners and Managers with various administrative functions, including client related matters, preparing/editing miscellaneous correspondence, coordinating, and managing calendars and client contacts.
• Manage Go File Room  (GFR) tax workflows, rollovers, and tracking to meet critical deadlines.
• Collaborate with the administrative team to ensure daily workflow is being effectively handled.
• Diligently review and notarize documents (Notary not mandatory but would be a bonus).
• Assist with various other administrative assignments and special projects as they arise including mailings, faxing, filing, copying, scanning, etc.

• Minimum 3+ years of administrative experience.
• CPA or professional services firm experience preferred.
• Working knowledge of individual tax documents (W-2s, 1099s, brokerage statements, K-1s) and what a complete set looks like for an individual return.
• Ability to come into the office…