Job Description
Job Description
About Quantum:
Join our amazing team! We have a beautiful, relaxing office - not typical of a tax firm - in a park-like setting with ample parking. Great company-sponsored benefits and multiple other perks including a fully stocked refreshment bar with snacks/drinks/etc; frequent staff lunches; onsite gym and pool; and annual staff events.
We understand this is a job and you have a life outside of it. We respect boundaries and are very lenient when it comes to needing time off, getting stuck in traffic, etc. We make time to help each other and teach you, but do not micro-manage people. We believe that autonomy offers you the chance to own and take pride in your work. We are all professionals, and you will be treated like one too, with respect and understanding.
We have a drama-free policy. The staff are very friendly, supportive of each other, and everyone gets along well. We care about our team dynamics and put a lot of thought into who we hire to ensure this remains a place to enjoy working at. Our clients also appreciate how helpful, friendly and knowledgeable we are.
This is an in-office position, Monday-Friday, 9a - 5p. You will perform clerical and administrative functions to drive company success and support the team. We are a public accounting/tax firm, so 4 months out of the year are notably hectic. We all work hard during tax season (January - April) but get to enjoy a relaxed Summer/Fall and extra paid time off during holidays.
Notes for Consideration/Transparency:
We have had some very wonderful people fill this position in the past. The ending point is typically due to advancement in the company or centered around the downtime post-tax season. Outside of tax season, the admin position can become repetitive and boring, which understandably doesn’t sit well with those that have strong work ethics. Because of this, we are searching for someone who can bring some creativity to the position.
There are additional tasks that would add value to the company and make the position more fulfilling. For example, using Canva/ChatGPT to create social media posts and develop monthly newsletters (to be reviewed by the tax team, of course). Though it isn’t a requirement, it would help to fill your time post-tax season and make the position more exciting, which would benefit you and the company.
Because we know how mundane the position can be outside of tax season, there is also the option to work a reduced schedule from May – November each year. It is not a requirement to reduce your hours – it is only an option, if it fits your needs. The reduced schedule still requires you to be consistent on the days you work and maintain at least 16 hours per week (i.e. Monday and Wednesday full days, or half-days Monday-Thursday). Utilizing a reduced schedule does not stop your company sponsored benefits (health, 401k, etc.), but does affect your PTO since it is accrual-based per hour worked. It is not a viable option for everyone, but it is allowed if it helps to alleviate the downtime and keep you engaged. Full time, Monday – Friday, is required January – April (tax season).
Growth Potential and the Ideal Candidate:
The admin position itself does not have career advancement opportunities – we only need one admin. However, we are happy to train those interested in developing bookkeeping/accounting/tax skills. We prefer to promote within, so developing additional skills would allow you to advance into the bookkeeping and tax teams. It is not a requirement to have/advance these skills but would allow for growth within the company. It is also a good way to learn at your own pace, while filling the downtime post-tax season.
In our experience, this position has worked out well for two types of people:
Those interested in developing bookkeeping skills, who are searching for a ‘foot in the door’ to bookkeeping/accounting. Most firms will not hire inexperienced bookkeepers, including Quantum. This provides on-the-job training you can use to open the door to an accounting career.
Those that are not interested in learning bookkeeping skills but are happy having a stable/secure job with great benefits and flexibility, who possess creativity to keep themselves busy during downtime.
Main Responsibilities:
- Plan and schedule meetings and events
- Greet and assist onsite clients
- Answer and respond to inbound/outbound phone calls and emails
- Perform all other office tasks (scanning, shredding, filing, mail, fax, etc.)
- Light cleaning only (dust, disinfect counters, water plants, etc.) - We have a cleaning service that comes in each night to handle trash, floors, and bathrooms. Occasional tidying up needed during the day, but nothing too strenuous.
- Ordering and Stocking office supplies, paper/printers, and refreshment bar
- Occasionally run a local errand - pick-up/drop-off docs from our satellite office in Vienna, grocery store (if it's something we can’t get from Amazon), Fedex/USPS, etc. Not often, but necessary every now and then, mostly in tax season. Paid travel time and reimbursed mileage.
- Clean up, label and organize documents in the Client Portal system
Qualifications:
- Previous experience in office administration or other related fields – 2+ years
- Ability to prioritize and multitask
- Excellent written and verbal communication skills
- Strong attention to detail and organizational skills
- Friendly and professional personality
- Quick Learner with new software and processes - we use a lot of software/cloud-based programs that you will also use in your position.
Benefits Include:
- Pre-Tax Health Insurance (50% company paid) with HSA option (75% company paid)
- Dental and Vision Insurance (75% company paid)
- Short- & Long-Term Disability and Life Insurance (100% company paid)
- 7 Paid Holidays, plus extra paid time off for specific holidays
- PTO (Accrual based) - 40 hours the first year, 80 hours years 2+ (PTO is not granted during tax season for vacation/non-emergency leave. Emergency/sick leave are still granted.)
- 401k with Matching (3%) and Profit-Sharing (2%+) (after 1 year of employment)
- Performance and Holiday Bonuses
- Quarterly reviews the first year of employment. Annual reviews thereafter.
Company DescriptionAccounting & Tax Firm offering bookkeeping, payroll, tax, and consulting services. We are a very tax heavy firm, but we also offer year-round Client Support, Bookkeeping/Payroll Services, CFO Services, Cash & Budget Management, and Consulting.
Company Description
Accounting & Tax Firm offering bookkeeping, payroll, tax, and consulting services. We are a very tax heavy firm, but we also offer year-round Client Support, Bookkeeping/Payroll Services, CFO Services, Cash & Budget Management, and Consulting.