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Tax Season Coordinator

November 7 2021
Industries Accounting, Auditing
Categories Accounting, Finance, Production, Operations, Quality, Safety, Administrative, Clerical, Administrative assistant, Receptionist, Office manager, Taxes, Administrative, Clerical, Accounting, Finance, Production, Operations, Quality, Safety
Toronto, ON

Artbooks is a specialized tax preparation organization that was launched more than 30 years ago in Toronto. We cater to clients from the arts and entrepreneurial communities, and pride ourselves in not only preparing their tax returns, but also helping them gain confidence and more of an understanding of the process, with dedicated one-on-one meetings with our tax preparers.

As Artbooks continues to grow, we are now looking for a Tax Season Coordinator to oversee our 2022 main tax season and ensure it runs smoothly on a full-time contract from January 3rd to April 30th. You will work independently, but still be part of a team supporting the other Artbooks staff. Some of the time you will be leading, other times you will need to reach out for assistance.

This position will appeal to someone with exceptional interpersonal and organizational skills, who is able to manage multiple tasks and deadlines, knows how to prioritize tasks and also be proactive. You are a strong team player who is passionate about providing excellent customer service and client relations. A connection to the local arts community is a big plus.

The part-time paid training on Artbooks' processes will start in November 2021. The schedule and number of training hours is to be determined, roughly 20-40 hours for the training period in total at a rate of $20/hr. Once pre-tax season training has been completed, the Tax Season Coordinator role will work with us on a 4-month contract from January 3, 2022 to April 30, 2022 with an average of 40 hours a week at a rate of $22/hr.

Please note that at present the position will primarily be done remotely, with the occasional need to be in the Toronto office for training and for other specific reasons throughout the tax season. We intend to return to our office when it is safe for staff and clients to do so (with remote flexibility), and our preference is for a Toronto-based candidate for the position. Artbooks will require a mask to be worn while in the office, and all staff will be required to complete a COVID-19 screening questionnaire prior to being allowed in the office. Artbooks is pro-science and public safety.

KEY RESPONSIBILITIES
Hosting/Leadership:

  • Provide leadership to managing the 14 staff and approximately 1300 client relationships in a calm and peaceful manner, in an environment that can be intense, fast-paced, and sometimes unpredictable, as is the nature of the income tax season.
  • Learn to a leadership role in management decisions, including budgeting.
  • Troubleshoot client problems and staff troubles as they arise.
  • Prepare agendas and lead meetings with our team
  • Design and implement our annual pre-tax season training event with our team

Communication skills:

  • Excellent verbal and written communication skills with clients and staff via email, phone and in the office.
  • Able to communicate with clients warmly, listen and show understanding and empathy, and handle all client matters with tact and discretion, respecting client confidentiality at all times.

Scheduling:

  • Understand the needs of potential clients and determine if they are a match for Artbooks' services.
  • Set up digital folders required for tax appointments.
  • ·As cancellations occur, book clients into open calendar spots, so that there are no gaps in the schedule.

Technical:

  • Provide technical assistance to staff working remotely.
  • Liaise with Artbooks' IT Specialist when required.
  • Assist management with long-term technical priorities/projects.

Administration:

  • Order office supplies and ensure inventory is kept up to date.
  • Process client payments, track Accounts Receivables and work with the General Manager and Bookkeeper on weekly junior bookkeeping tasks.
  • Create client invoices on a daily basis.

QUALIFICATIONS:
Background:

  • An arts background is preferred, and/or familiarity with the arts/cultural scene in Toronto.
  • Experience in administration, front-line reception or customer service.
  • Some knowledge of bookkeeping and tax preparation – comfortable with junior bookkeeping tasks.

Technical expertise:

  • Skilled at problem solving and troubleshooting – ability to seek out unique solutions with in-house software programs and processes.
  • Strong Mac knowledge.
  • Working PC knowledge.
  • Experience in Microsoft Word, Excel, Mail, Filemaker Pro.

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