Job Description
Anticipated Hiring Range: $20–$35/hour
Classification: Year Round Part-Time (Approx. 20 hours/week; increased hours February–April)
Reports To: Director of Operations
Location: Loveland, Colorado (Hybrid opportunity after onboarding)
Position Summary
We are seeking a detail-oriented Administrative Assistant to support our tax and client service operations, particularly during tax season. This role plays a key part in organizing workflows, managing client information, and ensuring a smooth and efficient experience for both clients and our internal team.
This is a great opportunity for someone with basic tax experience who enjoys organization, client interaction, and working behind the scenes to keep processes running effectively. There is opportunity to expand into a larger role over time.
Experience, Knowledge and Skills
Minimum Requirements
- Experience supporting or preparing individual tax returns (1040s)
- Strong attention to detail and ability to manage deadlines
- Organized and process-driven with strong follow-through
- Based in Colorado
Preferred Skills
- Experience working in a tax, accounting, or financial services environment
- Familiarity with CRM systems, tax software, or client portals
- Experience organizing client documents and managing workflows
- Exposure to multiple tax returns or tax seasons
- Comfortable supporting tax preparation work for review (not required to prepare independently)
Essential Functions and Job Duties
Tax Operations & Support (Primary Focus During Tax Season)
- Manage tax client onboarding and ensure all required information is collected
- Oversee document collection through the client portal
- Follow up with clients on missing documents and provide guidance on required materials
- Review incoming documents for completeness and accuracy
- Monitor project status alerts in the client portal and keep the team informed
- Assist with preparation of individual tax returns (1040s) and related documentation
- Support extensions, estimated payments, and state filings
- Handle e-file workflows, including Form 8879 routing and confirmations
- Prepare and assist with client-facing tax letters and communications
- Ensure returns stay within the scope of service and are completed on time
- Assist with quarterly estimated tax payments and tracking payment status
- Extract and organize 1099 and DAF data for CPA input
- Manage tax notices and assist with resolution workflows (including Protection Plus claims)
Wealth Client Service & Account Support
- Assist with client service requests and account maintenance: Address updates, Contact information updates, Account linking/delinking
- Support onboarding and upfront client engagement processes
- Assist with recurring CRM maintenance
- Help manage and maintain accurate client data across systems
Insurance & Additional Support
- Prepare insurance quotes and illustrations
- Manage applications through underwriting to in-force status
- Coordinate communication between clients, carriers, and advisors
Client Experience & Communication
- Schedule and conduct welcome calls for new tax clients
- Provide timely and professional communication with clients
- Ensure a smooth and organized client experience across all touchpoints
What Success Looks Like
- Organized, timely, and accurate handling of tax workflows during peak season
- Proactive follow-up with clients—nothing falls through the cracks
- Clean, well-maintained systems and client data across platforms
- High-quality client experience across both tax and wealth interactions
- Strong internal communication and coordination with the team
- Team-oriented with a strong client-first mindset
Additional Context
- Hours could increase during tax season (February–April)
- Cross-functional role supporting both tax and wealth teams
- Opportunity to grow into expanded operational or client service roles