Tax Operations Admin:

The Tax Operations Administrator is responsible for maintaining the firm's tax workflow systems and ensuring that tax work moves efficiently through the preparation, review, finalization, and filing process. This position serves as the primary admin of CCH Workstream/Workflow and supports tax leadership by monitoring workflow activity, maintaining task accuracy, coordinating updates, and facilitating communication among accountants, managers, partners, administrative staff.  

In addition to workflow administration responsibilities, this role provides support to the Tax Admin team with tax return finalizing during peak filing periods.

The Tax Operations Administrator does not prepare tax returns or perform tax review but plays a critical role in supporting the firm's workflow management, and efficiency.

Duties & Responsibilities

Workflow Administration

• Serve as the primary administrator for CCH Workstream/Workflow.
• Monitor workflow activity and ensure tasks progress through the tax process timely.
• Review and maintain task assignments, file holders, reviewers, preparers, and AIC assignments.
• Monitor due dates, task statuses, and aging reports.
• Ensure completed tasks are rolled forward appropriately.
• Maintain workflow templates and task structures.
• Update tasks for inactive or terminated clients.
• Coordinate updates resulting from staffing changes.

New Client Setup & Maintenance

• Coordinate new client setup within Workstream/Workflow
• Ensure client information is updated when changes occur.
• Perform quality control reviews of newly established clients and tasks (making sure it’s the right accountant, preparer, etc).

Tax Department Coordination

• Serve as the primary point of contact for workflow-related requests and questions.
• Coordinate Workstream updates requested by accountants, managers, and partners.
• Follow up on missing task updates, overdue items, and workflow discrepancies.
• Support training and onboarding related to workflow processes.

Reporting & Monitoring

• Produce weekly workstream reports & send to partners, Tax Leadership team (pull reports from CCH Workstream).
• Attend weekly accountant meetings & take notes of upcoming deliverables.
• Monitor overdue, aging, and incomplete tasks.
• Track filing deadlines, extensions, estimates, and other critical due dates.
• Identify workflow bottlenecks and escalate issues to leadership.

Tax Return Finalization & Processing Support (as backup/additional support to our Tax Admin)

• Assist with tax return finalization and assembly during peak seasons – this does NOT require preparation.  
• Provide backup support for Tax Admin functions during peak filing periods.

Qualifications

• 2+ years of administrative, tax operations, workflow coordination, project coordination, or public accounting support experience.
• Experience working in a public accounting environment strongly preferred.
• Experience with CCH Workstream or similar workflow management systems.
• Strong organizational and time management skills.
• Exceptional attention to detail.
• Ability to manage multiple priorities and deadlines simultaneously.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office applications, including Outlook and Excel.
• Ability to work collaboratively with accountants, managers, partners, administrative staff.

Preferred Experience

• Prior business management or public accounting firm experience.
• Experience supporting tax departments or tax administration teams.
• Experience maintaining workflow systems and managing deadlines.
• Exposure to CCH Axcess, Workstream, Document, or similar accounting software platforms.