Administrative Assistant

About the Role

Mauldin & Jenkins (Macon Office) is seeking an Administrative Assistant to support departmental operations in a professional services environment.

Key Responsibilities

• Prepare, proof, organize, and distribute professional correspondence and assigned documents.
• Maintain files, records, client documentation, and electronic databases with accuracy and confidentiality.
• Support internal processes designed to maintain quality control and timely completion of work.
• Coordinate meetings, departmental activities, mail, shipping, supplies, and other general office needs.
• Provide administrative support during busy seasons and deadline-sensitive periods.
• Print, assemble, bind, and/or proof various types of tax returns after preparation by staff.
• E-file returns and coordinate receipt of authorization forms.
• Organize, scan, monitor, and manage client tax documentation, whether paper or electronic.
• Manage processes in SurePrep/Tax Caddy with clients and Client Executives.
• Prepare and/or proof individual and corporate tax engagement letters and correspondence to the IRS and various tax authorities.
• Process paper tax organizers as requested.
• Prepare FedEx, UPS, and Certified Mail.
• Accurately compose correspondence such as reports, memorandums, departmental notes, engagement letters, and other assigned documents.
• Handle confidential financial information for clients.
• Follow internal processes to ensure quality control.
• Perform general office duties, including ordering or storing supplies, processing incoming and outgoing mail, maintaining files and records, and distributing information as needed.

Requirements & Tech Stack

• Personable and professional demeanor with the ability to multitask in a deadline-driven environment.
• Superior attention to detail and accuracy.
• Strong organizational, time management, communication, typing, and proofreading skills.
• Sensitivity to confidential matters and client financial information.
• Ability to prioritize work, meet deadlines, and ensure appropriate follow-up and closure in a fast-paced, time-sensitive environment.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint).
• Proficiency with Adobe Acrobat for creating and editing PDF files.
• Experience with Microsoft 365, Google Workspace (Gmail, Drives, Docs, Sheets, Calendar).
• Willingness and ability to learn proprietary software; preferred exposure includes CCH Axcess, CCH Workflow (formerly XCM), SafeSend, and/or SurePrep/Tax Caddy.
• Experience working with a team across multiple offices.
• Flexibility to work additional hours as needed during busy seasons.

Qualifications

• Experience in public accounting or a professional services firm is preferred but not required.