Administrative Assistant

Administrative Assistant Tax Office Taxnbooks, Inc. Saint Helens, OR 97051 In\-Person Position Type: Full\-Time Pay: $20 – $25/hr (DOE) Reports To: Owner / CEO About Taxnbooks, Inc. Taxnbooks, Inc. is an Oregon\-based accounting, payroll, and tax firm serving individuals and businesses since 1994\. Led by Tammy Arnado — an Enrolled Agent (EA) and Oregon Licensed Tax Consultant (LTC) — our team brings clarity to our clients' financials and confidence to every decision they make. We are more than accountants — we are trusted financial partners. Our clients are never just a number, and neither is our team. If you are looking for a place where your work matters, your growth is supported, and you get to be part of helping people lead with purpose and grow with confidence, we would love to hear from you. Position Overview We are looking for a reliable, detail\-oriented Administrative Assistant to support day\-to\-day operations in our tax office. This is a full\-time, in\-person position based in Saint Helens, OR, working 32 to 40 hours per week, Monday through Friday, with flexible scheduling within core business hours. The right person for this role is organized, communicates clearly, and takes genuine ownership of their responsibilities. You will work alongside our accounting team and interact directly with clients — so professionalism and discretion are essential from day one. Key Responsibilities Client Communication Greet visitors, answer incoming phone calls, and manage the general email inbox Field routine client inquiries with professionalism and warmth Liaise between clients and the accounting team to facilitate smooth communication Document Management Receive, organize, scan, and securely store physical and electronic tax source documents Ensure all scanned documents are legible, properly labeled, and accurately indexed Maintain strict confidentiality and comply with data protection standards at all times Tax Return Processing Assemble finished tax return packages for client delivery Track e\-file authorizations using tools such as SafeSend or DocuSign Prepare year\-end client mailings and related correspondence Scheduling Coordinate appointment calendars for the Owner and accounting team Schedule client tax\-preparation meetings and manage calendar logistics Office Support Maintain office supplies and a clean, organized front office Handle incoming and outgoing mail and courier services (FedEx, UPS, USPS) Provide general clerical backup to the team as needed Qualifications Required 2\-5 years of administrative or office support experience Proficiency in Microsoft Office Suite (Word, Excel, Outlook) Excellent organizational skills with the ability to manage multiple tasks and shifting priorities Meticulous attention to detail, particularly in document handling and data entry Ability to handle sensitive financial information with complete discretion and confidentiality Strong written and verbal communication skills Reliable commute to Saint Helens, OR 97051 Preferred Familiarity with tax or practice management software (such as QuickBooks, Financial Cents, CCH Axcess, or Drake) Experience working in an accounting, tax, or financial services environment High school diploma required; Associate's or Bachelor's degree preferred What We Offer $20\.00 – $25\.00 per hour, based on experience Full\-time schedule, 32–40 hours per week, Monday through Friday, with flexible scheduling within core business hours Pension Plan / SIMPLE IRA with Company match Health benefits, effective after the 90\-day probationary period Paid Time Off (PTO) and paid holidays, effective after the 90\-day probationary period A supportive, small\-team environment where your work directly contributes to client outcomes Opportunities to grow your skills and take on expanded responsibilities over time Position Requirements Work location: In\-person, Saint Helens, OR 97051 (required) Shift: Day shift, Monday – Friday (required); Hours are flexible between 8 am \- 5 pm Must be willing to complete a background check Ability to sit or stand at a computer workstation for extended periods How to Apply To be considered for this position, please: Submit a current resume Include a brief cover letter introducing yourself and describing your interest in this role Complete all required Indeed assessments upon applying Taxnbooks, Inc. is an equal opportunity employer. Helping You Put the Pieces Together \| taxnbooks.com Pay: $20\.00 \- $25\.00 per hour Expected hours: 32\.0 – 40\.0 per week Benefits: Flexible schedule Application Question(s): Are you willing to engage in a background check? Experience: Microsoft Word: 2 years (Required) Administration: 2 years (Required) Language: English (Required) Location: Saint Helens, OR 97051 (Preferred) Shift availability: Day Shift (Required) Ability to Commute: Saint Helens, OR 97051 (Required) Work Location: In person