The Analyst, Tax Special Projects and Operations oversees the operations of the department under the direction of the VP of tax and is responsible for project management and ensures efficient day-to-day processes as well as short- and long-term department initiatives and objectives. They will function as the point of contact within and outside the department for requests and responding to inquiries. The individual is responsible for managing projects and processes and is tasked with responsibilities including staff resource scheduling and the secure delivery of tax returns and other tax documents to Doctors and Shareholders as well as external Tax authorities. In addition, partners and collaborates with all departments and all levels of management within the company. Responsible for facilitating and working on projects and managing the financial responsibilities of the Tax Department. Individual must be self-motivated and proactive with a strong emphasis on organization and an unwavering attention to detail.
Responsibilities- Function as Project Manager for department special projects and key cross functional initiatives.
- Oversee and manage the operations of the department including managing direct relationships with vendors, invoices and licenses and scheduling staff duties and deadlines.
- Provide tactical support to implement ideas and initiatives including managing progress towards projects or departmental goals.
- Manage comprehensive compliance records of tax clients and non-clients for the tax team, ensuring the lists are accurately updated and reconciled as necessary to keep information current and reliable.
- Orchestrate onboarding protocol for new doctors.
- Draft written communications to Owner-Doctors, RPs, SHs, and Executives for the tax department as needed. Also, manage and respond to internal communications under the direction of senior management.
- Assist with resolving IRS and state and local tax authority notices and audits by preparing written correspondence, which may involve calling, faxing, emailing, sending postage/certified mail, scanning, copying.
- Coordinate action items from team meetings and assist with creating status updates related to various team efforts and projects.
- Function as a liaison to other departments and provide support to department VP, Directors, and Managers.
- Assist with the department annual budgeting and monthly financial reconciliations including analyzing any variances and working with the finance department to address any issues, including fee-charge-out reconciliations.
- Arrange and manage all logistics for meetings and events: schedule meetings; draft agendas; develop, compile, and distribute and edit presentation materials; and record meeting minutes.
- Complete a broad variety of administrative tasks that facilitate the VPs ability to effectively lead the department, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondences.
- Manage information systems operations including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning. Provide operational management to all levels of the department to meet their current and future information needs.
- Manage department's software licenses and users for each program, update and reconcile as needed, and assist with updating subscription renewals and tracking.
- Manage tax department's Service Desk ticketing system and resolve requests by researching inquiries, notices and forwarding to appropriate person/department.
- Arrange and manage staff meetings, 1:1's, and all hands meetings, including scheduling, material preparation, technology set-up, and post-meeting follow-ups.
- Provide loan assistance to ODs and other appropriate personnel.
- Collaborate with recruiting team and assist with onboarding of new team members to ensure they are integrated into the department/company effectively.
- Maintain tax department storage and retrieval system. Communication with various tax agencies addressing audit controversies and resolution of notices, including independently writing correspondence with tax agencies as well as directly interacting with affected clients such as ODs or RPs.
- Securely deliver tax documents, including federal and state partnership, individual tax returns, P&L reports, balance sheets, K-1 schedules, 4868 extensions, and e-filing confirmation forms among other tax files.
- Assist with preparing and processing S Corp elections with the IRS to assure that all office PCs are qualified S Corps, process state tax payments online, research and reconcile refund checks and provide to accounting and/or appropriate person/department. Notify accounting of state payments.
- Update the various tax team's distribution lists within the Exchange Admin Center.
- Receives all department mail and distributes to the appropriate person/department. Also sends tax returns, notice responses, extensions by certified mail. Creates certified mail label and ensures all mail is tracked via USPS.
- Invest in building long-lasting relationships both externally and internally.
- Other duties as assigned.
Qualifications- Strong Microsoft Office Suite skills with knowledge in Excel and formulas, Word and PowerPoint software applications, Adobe Acrobat as well as commonly used internet browsers.
- Ability to work with and analyze large volumes of data
- Bachelor's degree in related field of study, in lieu of degree 5+ years if experience in related field. In addition, 2+ years of professional experience.
Preferred- Experience in a multi-locational healthcare or retail industry company
- 7+ years of Experience working at a National or large regional CPA or law firm, or equivalent working experience within an internal tax or legal department
- Advanced working knowledge of Microsoft Office Suite and emerging AI applications such as UI Path, Alteryx or Power BI.
Knowledge/Skills/Abilities- Highly professional demeanor with the critical ability to maintain confidentiality.
- Ability to multitask and remain composed under pressure.
- Ability to work independently and collaboratively.
- Ability to independently craft communications.
- Excellent time management skills.
- Detail oriented, including strong writing, proofreading, editing and language skills.
- Strong abilities in managing the daily operations of department(s) or work unit while developing long term (3-5 years) goals.
- Elevated level of influence and trust within organization
- Strong strategic thinking abilities to understand and process complex information and exercise sound judgment.
- Highly developed teambuilding, influencing, and collaboration skills.
- Ability to grasp "big picture" perspective and articulate across team and departments.
- Elevated levels of drive and energy, not afraid to initiate action before all the facts are known, drive to finish everything that is started.
- Ability to direct the work of others and work as a team leader in attainment of goals.
- Ability to interpret and apply policies and procedures.
- Ability to manage and maintain extreme confidentiality with employee records, compensation information, etc.
- Ability to read, analyze, and interpret documents such partnership sales documents or operating agreements.
- Strong quantitative, analytical skills, verbal and written communication and relationship building skills.
- Accurate grammar, spelling, and verbal communication skills; familiarity with corporate structures, entities, and the formation thereof and associated legal and tax terminology.
Benefits- Medical, dental, and vision insurance
- Paid time off
- Tuition Reimbursement
- 401K
- Paid time to volunteer in your local community
Compensation Information
$75,000.00-$93,000.00 / Annually
