About SLHeeley Tax SLHeeley Tax provides individuals and businesses with reliable, affordable tax preparation, bookkeeping, and payroll services. We are a close-knit, highly collaborative team consisting of our President, our Vice President, a corporate tax accountant, 5 bookkeepers, 2 dedicated assistants, and an office coordinator. We are currently hiring for an Administrative Assistant to serve as a vital support anchor for our core administrative team. We pride ourselves on maintaining a low-key, laid-back environment with a relaxed, family feel. Our team is a group of sarcastic and snarky people who genuinely enjoy working together. If you prefer a workplace with absolute corporate stiffness, we are probably not the right fit. But if you have thick skin, appreciate good wit, and want an office where you can truly be yourself, you will fit right in. Why Join Us? (The Perks) The "No-Fridays"

Off-Season:

Enjoy incredible work-life balance! From May through December, our office is completely closed on Fridays.

Relaxed Dress Code:

We are strictly business-casual even during the tax rush (jeans paired with a nice top, sweater, or an official SLHeeley sweatshirt).

Supportive, Educational Leadership:

Management will gradually add new things to your plate as you master tasks.

Growth-Driven, Adaptive Roles:

Your compensation and daily focus will scale directly with your capabilities. We start pay on the standard end, but as you master tasks and take more off the core admin team's plate during your initial 4 months, your hourly pay will increase. Annual July 1st

Pay Reviews:

Following your onboarding, we provide a yearly pay increase based on overall performance, evaluated every year on July 1st.

Annual Performance Bonus:

Every February, we award a year-end bonus based on a percentage of your salary that scales upward based on management evaluation and the unique value you brought to the table.

Robust Health Benefits:

We offer Blue Cross Blue Shield (BCBS) PPO and HMO health insurance plans, and we cover 50% of the employee-only premium (Available for full-time schedules).

Paid Holidays:

10 paid days off for scheduled holiday office closures (Available for full-time schedules only).

Individual PTO:

All employees earn individual Paid Time Off (PTO) based directly on hours worked. Work Schedule & Seasonal Realities Our workflow operates like a pendulum, and we offer a flexible arrangement that can scale from part-time to full-time based on your personal availability: Tax Season (January - April): It is busy, high-energy, and non-stop. You will work 35-50 hours per week (with guaranteed time-and-a-half overtime pay for all hours over 40).

Standard office hours:

Monday - Friday, 9:00 AM - 5:00 PM.

Extended hours:

The office stays open late on Mondays and Tuesdays until 8:00 PM, and is open for six Saturdays total (4 hours each). These shifts are split across our entire 3-person administrative team to keep schedules fair. Exact schedules are finalized together as an Admin Team in December. Off-Season (Mid-April - December): The office shifts to a quiet, slow, and relaxed pace. You will work 20-40 hours per week across a highly flexible Monday through Thursday schedule (Closed Fridays).

Core Responsibilities Document Scanning & Digitization:

Review, prep, and scan physical documents provided by clients into our internal system, ensuring high-quality, readable digital copies.

Tax Return Processing & Delivery:

Manage the delivery of completed tax returns to clients utilizing our secure email systems. Assist with tax return assembly, organize and clean up client documents (digitally and manually), and compile physical tax return folders.

Inbox & Portal Management:

Monitor and manage the primary administrative inbox, routing emails efficiently. Promptly download incoming client documents via the company portal and track signed engagement letters.

Client Communications:

Actively contact clients to request missing information, clarify documentation requirements, and provide status updates on past, current, or pending returns.

Administrative Team Support:

Partner with the core admin team to handle year-end mailings (including tax organizers), update internal tracking systems, and assist with general front desk or office operations backup.

Workflow Execution:

Consistently execute and follow our established internal administrative steps daily to keep office flows moving efficiently.

Skills and Qualifications Process-Driven Execution:

Must be comfortable with a structured, consistent workflow where high accuracy and reliability in daily protocols are paramount. You thrive in an environment with established, predictable processes and take pride in executing daily standard operating procedures flawlessly.

Independent Troubleshooting:

While daily steps are highly structured, you should be an independent problem-solver. When a basic operational hurdle pops up (like a scanning glitch or a missing portal file), you can actively look for logical answers and gather the facts before presenting options to the VP and admin team.

Experience:

3+ years of office administration or clerical experience required. Experience working within a CPA, accounting, or tax firm is highly preferred.

Software Savvy:

Highly computer literate and proficient with Microsoft Office. Experience handling digital document portals, secure email platforms, and standard office scanning equipment is a major plus. Familiarity with Lacerte is a plus, but hands-on training will be provided.

Work Style:

Excessive attention to detail, strong organizational skills, and the ability to multitask across multiple screens. Must handle shifting seasonal volumes with composure and accuracy.

Communication & Personality:

Excellent verbal, written, and active listening skills. Expert proofreading skills are essential. A good sense of humor, thick skin, and a collaborative spirit are a must.

Education:

High School Diploma required; Associate or Bachelor's degree preferred. How to Apply (Crucial Instructions) To be considered for this position, you MUST include both your resume and a well-written cover letter explaining why you are the perfect fit for our team. Attention to

Detail Test:

Because we handle sensitive tax documents, attention to detail is our number one priority. To prove you have read this entire description, you must include the phrase "Congratulations on writing a novel, I survived your massive job description" in the very first sentence of your cover letter. Applications without this exact phrase will not be reviewed.

Pay:

$21.00 - $25.00 per hour

Benefits:

Employee discount Health insurance Paid time off Retirement plan Application Question(s): During tax season (January-April), this role requires 50-60 hours per week, including rotating evenings (until 8:00 PM) and six total Saturday shifts (4 hours each), with guaranteed overtime pay. Are you fully available and willing to work this seasonal schedule? How many years of experience do you have managing client portals, sending electronic signature requests (like DocuSign), or organizing electronic files in a professional setting?

Experience:

Office Administration :

2 years (Required) Ability to

Commute:

Naperville, IL 60540 (Preferred)

Work Location:

In person