What a Tax Administrative Assistant Does (Day-to-Day)

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What Is the Job of a Tax Administrative Assistant?

Introduction

A Tax Administrative Assistant is the organizational “engine” of a tax office. They support Enrolled Agents, CPAs, and tax attorneys by managing client intake, documents, scheduling, and follow-ups—so the preparer can focus on preparing accurate returns and advising clients. The role is especially important during filing season, but many offices rely on tax admin staff year-round.

What a Tax Administrative Assistant Does (Day-to-Day)

1) Client Intake and File Setup

  • Tax admin assistants help start each case the right way by collecting basic information and opening a clean file.

  • Greet clients (phone, email, in-person) and explain next steps in the process

  • Collect intake forms and basic client details (name, address, dependents, contact info)

  • Confirm what documents are needed using a checklist

  • Create folders in the office portal/system and label documents correctly

Example: A new client calls to book an appointment. You schedule them, send the intake link, and provide a document checklist (W-2s, 1099s, prior-year return).

2) Document Collection and Organization

  • This is one of the most valuable parts of the job—making sure the preparer has what they need.

  • Track incoming tax forms (W-2, 1099, K-1, mortgage interest, childcare statements, etc.)

  • Scan/upload documents to the secure portal

  • Check documents for missing pages, wrong year, or unreadable scans

  • Create “missing items” lists and follow up with clients

Example: A client uploads only page 1 of a 1099. You request the remaining pages and note the issue in the file.

3) Scheduling, Workflow, and Deadline Tracking

  • Tax offices run on deadlines, and admin staff help keep everything moving.

  • Manage calendars for consultations, drop-offs, and pick-ups

  • Track extension requests and due dates

  • Monitor return status (received → in prep → review → e-file → accepted)

  • Send reminders for missing documents and signature requests.

Example: A client needs an extension because they’re waiting on a K-1. You flag the file, track the missing K-1, and ensure the extension request is routed to the preparer.

4) Communication and Customer Service

Clients are often stressed during tax season—your role is to keep communication clear and professional.

  • Answer status questions (within office policy)

  • Provide instructions for secure uploads and signatures

  • Route tax law questions to the preparer (without giving tax advice)

  • Document client calls, emails, and requests

Example: A client asks, “Can I claim this deduction?” You respond: “I’ll note your question and have the preparer review it—please upload the receipt so they can evaluate it.”

5) Compliance, Ethics, and Confidentiality

  • Tax admin assistants handle sensitive data every day, so trust and security are critical.

  • Protect SSNs, income records, banking info, and identity documents

  • Use secure portals instead of email/text when required

  • Follow privacy and document retention policies

  • Watch for red flags (missing income docs, altered forms, identity issues) and escalate

Example: A spouse calls asking for copies of returns. You follow authorization rules before sharing anything.

What a Tax Administrative Assistant Does NOT Do

  • A tax administrative assistant supports the process, but does not replace the preparer.

  • Does not provide tax advice or recommend filing positions

  • Does not decide eligibility for credits/deductions

  • Does not “estimate” numbers to complete a return

  • Does not sign returns or represent clients before the IRS (unless separately credentialed)

Skills That Make You Great at This Role

Top Skills Employers Want

  • Strong organization and attention to detail

  • Professional phone/email communication

  • Comfort working with documents and checklists

  • Basic understanding of common tax forms (recognizing them, not interpreting tax law)

  • Ability to track tasks and deadlines during busy season

  • Confidential handling of sensitive information

Common Tools You’ll Use

  • Secure client portals and e-signature tools

  • Scanners and document management systems

  • Spreadsheet/task trackers (missing docs, deadlines, status updates)

  • Tax office practice management software (varies by firm)

Where Tax Administrative Assistants Work

  • Tax preparation offices and accounting firms

  • Enrolled Agent practices

  • CPA firms

  • Tax law offices

  • Small businesses with in-house payroll/tax support (sometimes)

Career Path and Growth

Many people use this role to build experience and move into:

  • Senior tax admin / office manager

  • Tax preparer (with training)

  • IRS Enrolled Agent track

  • Bookkeeping or payroll support roles

For more information please visit: https://www.pontiscs.org/tax-administrative-assistant-course