Office Administrator at First Financial Federal Credit Union of Maryland – Lutherville, Maryland

Job Title: 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

☒ Full-time

☐ Part-time

☐ Temporary

Location FDI

☒ Telework Work Possible (if checked)

Important: See Telework Policy for Additional Criteria

Function:

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

Position Requirements:

GENERAL:

• 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 MorningStar, QuickBooks, ProSeries Intuit Tax Software, etc.
• Ability and willingness to learn office operations and effectively support staff

EXPERIENCE:

• 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

EDUCATION:

• 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.

Duties:

Administrative/Clerical Responsibilities:

• Serves as the receptionist for the office, greeting visitors and clients
• Answers phones, directs calls to appropriate individuals, and prepares messages
• Copies, sorts, and files records related to office activities, business transactions, and other matters
• Prepares letters, memos, forms, and reports according to written or verbal instructions
• Sorts incoming mail and delivers to appropriate individual, processes outgoing mail
• Maintains filing systems either manually or electronically
• Manages calendars and schedules appointments
• Coordinates office operations and procedures
• Maintains Books & Records according to State and Federal regulations
• Tracks regulatory and compliance schedules to ensure timely filings and procedures
• Performs other related duties as assigned

Tax and Financial Planning Assistant/Data Entry:

• Help identify and extract information provided on source documents such as brokerage statements, W-2s, Form 1099s, Form 1098s, client worksheets, FDI worksheets, input pertinent tax information and data from tax documents and worksheets for federal and state tax returns using ProSeries software, and create spreadsheets in Excel to compile/reconcile client data, research and apply tax codes based on federal and state requirements
• Assist with tax returns which includes collecting and organizing data from clients, inputting pertinent information on the appropriate federal and state tax forms, schedules and worksheets such as Forms 1040, 8283, 502, Schedules 1-6, A, B, C, D and E, and Social Security Benefits Worksheet using the tax software, source documents and FDI work papers, contacting clients for missing information, reviewing the completed tax returns for accuracy, comply with document management, and assist with tax return delivery
• Provides instructions to the client to complete the filing process for federal and state returns, remit payment for balances, remit estimated tax payments, etc. secure signatures and all documents required to comply with the electronic e-file process for the federal and state authorities
• Complete the Electronic Filing Process
• Prepare QuickBooks 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.

Equal Opportunity Employment

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.