Office Administrator

Office Administrator I, II, III

Department: FDI

Reports To: Tax Practice Lead & Office Manager

Salary Grade(s): 7, 8, 9

EEO-1 Job Class: 5 - Administrative Support Workers

FLSA Status: Non-exempt / Exempt

Employment Type: Full-time

Location: FDI

Telework Possible: Yes

Pay Range: $22.00/hr - $30.00/hr

The Office Administrator/Assistant will coordinate office activities and operations while providing clerical and administrative support to management.

• Possess effective communication and interpersonal skills and ability to multi-task
• Excellent organizational skills and attention to detail
• Excellent time management skills with a proven ability to meet deadlines
• Proficient with Microsoft Office Suite or related software
• Desire to learn software programs including Morning Star, Quick Books, Pro Series Intuit Tax Software, etc.
• Ability and willingness to learn office operations and effectively support staff

• Office Assistant/Administrator I: 0-2 years of experience in field and general knowledge
• Office Assistant/Administrator II: 2-4 years of experience in field and general knowledge
• Office Assistant/Administrator III: 4-6 years of experience in field and general knowledge

• High school diploma or equivalent required.
• Clerical experience preferred.

An equivalent combination of education and experience may be accepted as a satisfactory substitute for the specific education and experience listed above.

• Serve as the receptionist for the office, greeting visitors and clients
• Answer phones, direct calls to appropriate individuals, and prepare messages
• Copy, sort, and file records related to office activities, business transactions, and other matters
• Prepare letters, memos, forms, and reports according to written or verbal instructions
• Sort incoming mail and deliver to appropriate individual, process outgoing mail
• Maintain filing systems either manually or electronically
• Manage calendars and schedule appointments
• Coordinate office operations and procedures
• Maintain books & records according to State and Federal regulations
• Track regulatory and compliance schedules to ensure timely filings and procedures
• Perform other related duties as assigned

• Help identify and extract information from source documents such as brokerage statements, W‑2s, Form 1099s, Form 1098s, client worksheets, FDI worksheets, inserting tax information into Pro Series software and creating spreadsheets in Excel to compile/reconcile client data, researching and applying tax codes based on federal and state requirements
• Assist with tax returns, collecting and organizing client data, inputting information on federal and state tax forms, reviewing completed returns for accuracy, ensuring compliance with document management, and assisting with tax return delivery
• Provide instructions to clients for filing processes, remit payments, secure signatures and necessary documents for electronic e‑file compliance with federal and state authorities
• Complete the electronic filing process
• Prepare Quick Books invoices and receive payments
• Prepare financial planning documents and reports for new and existing clients and interface with Schwab
• Support and participate with staff generating new business

Adheres to regulations and organizational policies, maintaining awareness and knowledge required to perform the duties of the position including all aspects of the Bank Secrecy Act, Fair Lending, and Information Security.

First Financial of Maryland Federal Credit Union is an Equal Opportunity employer with a strong commitment to hiring for our mission and diversifying our staff. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, age, sex, sexual orientation, gender identity, disability, marital status, protected veteran status or any other factor protected by law.