Overview:
We are seeking a detail-oriented and organized Tax Data Entry Virtual Assistant to support a US-based tax and accounting firm with tax data entry, client file management, document preparation, and tax return processing. The ideal candidate will be comfortable working with tax preparation software, handling confidential financial information, and maintaining accurate records while meeting established deadlines. This role will provide essential administrative and data entry support to help streamline tax preparation workflows, improve document organization, and reduce the firm’s day-to-day administrative workload. Candidates with experience using ProSeries or similar tax preparation software, as well as prior exposure to US tax or accounting operations, are highly preferred.
Key Responsibilities:
Tax Data Entry and Processing
- Enter client tax information and financial data into ProSeries tax software accurately.
- Review source documents to ensure information is complete and correctly recorded.
- Identify missing information, discrepancies, and potential data entry errors.
- Assist with the preparation and processing of individual or business tax returns, as assigned.
- Support the preparation and processing of tax extensions according to established procedures
Client File and Document Management
- Organize, maintain, and update digital client files and tax records.
- Upload, download, label, and categorize tax documents as required.
- Ensure client records are complete, accessible, and properly organized.
- Maintain accurate documentation and follow established file management procedures.
Document Preparation and Administrative Support
- Prepare, print, and organize tax returns and supporting documents.
- Assist with document assembly and administrative tasks related to tax preparation.
- Track pending documents, incomplete files, and outstanding requirements.
- Support the team in meeting tax preparation deadlines and managing seasonal workloads.
Quality Control and Accuracy
- Review entered information for inconsistencies and missing data.
- Follow the firm’s established procedures for data entry, documentation, and quality assurance.
- Escalate discrepancies or issues that require clarification or client review.
- Maintain confidentiality and handle sensitive financial information responsibly.
Reporting and Communication
- Provide regular updates on assigned tasks and outstanding items.
- Maintain task trackers and document completed work.
- Communicate promptly regarding delays, missing information, or workflow issues.
- Follow instructions from the client and adhere to established productivity and quality standards.
Qualifications and Requirements:
Required Qualifications
- Previous experience in data entry, administrative support, bookkeeping, or a related role.
- Strong attention to detail and commitment to data accuracy.
- Proficiency in Microsoft Office, particularly Microsoft Excel.
- Good organizational, time management, and document management skills.
- Ability to follow structured processes and manage repetitive tasks accurately.
- Strong written communication skills and the ability to communicate professionally.
- Ability to handle confidential client information with discretion.
- Reliable internet connection and a suitable remote working environment.
Preferred Qualifications
- Experience using ProSeries tax preparation software.
- Previous experience supporting a US-based tax preparation firm, CPA firm, or accounting business.
- Familiarity with US tax preparation workflows, tax returns, and tax extensions.
- Experience handling financial documents, tax records, or accounting-related data.
- Knowledge of digital document management systems and electronic filing procedures.
Key Performance Indicators (KPIs):
Performance will be evaluated based on the following measures:
- Data Accuracy: Consistently accurate entry of client and tax information.
- Productivity: Completion of assigned data entry and administrative tasks within agreed timelines.
- Document Management: Accurate, complete, and organized client files.
- Turnaround Time: Timely processing of assigned tax documents, returns, and extensions.
- Quality Control: Minimal avoidable errors and consistent adherence to established procedures.
- Communication: Timely reporting of missing information, discrepancies, and task status.
- Reliability: Consistent attendance, availability, and adherence to the agreed work schedule.
- Confidentiality: Compliance with client data protection policies and security procedures.
Employment Type:
- Full-Time (40 hours per week)
- Remote
