Support Staff Supervisor

Overview We are a professional service organization that has been in business since 1999 and are currently looking for a reliable Support Staff Supervisor. This is an in-person position and requires working on-site. As a motivated and detail-oriented team member, you will be an integral part of our team and will play a critical role in overseeing daily administrative operations and support functions within our office. Position Summary This role is responsible for supervising support staff, coordinating workflow, maintaining records and procedures, and ensuring efficient document management and client support services. The ideal candidate is discreet, proactive, dependable, and able to manage multiple priorities in a fast-paced professional environment. Key Responsibilities Administrative & Client Support Update client information and records as needed. Perform various copying, typing, formatting, and transcription tasks from worklists. Manage the coordination of in-house mail pick-up and delivery, USPS outgoing mail and deliver to mailboxes. process UPS shipments, prepare end-of-day reports, and coordinate package drop-off, and prepare labels for staff as requested. Assist staff with locating and maintaining office supplies. Processing of client Financial Statements & Tax Returns, including preparation for binding, editing and formatting. Finalize processing of financial statements and scan documents into the paperless document management system. Scan tax data for individual (1040) clients. Assemble 1040 tax returns and various business returns including corporate, partnership, trust, and estate returns. Assist staff with Work-in-Process (WIP) transfers. Document Management & Filing Maintain filing systems and keep forms current. Scan terminated files into client document folders when necessary. Maintain and oversee Master Files in the Storage List. Engagement & Procedure Management Format, proofread, and update master engagement letters as quality control wording changes occur annually. Prepare annual engagement letters for clients. Review, update, and maintain office procedures. Coordinate support staff schedules and front desk coverage. Cross-train support staff to ensure operational continuity. Supervise Office Operations & Purchasing Prepare purchase orders for approval. Order office and operational supplies. Monitor and maintain supply inventory. Staff Coordination & Reporting Distribute meeting recording links and sign-off spreadsheets to employees who were absent, late, or left early. Annual File Destruction & Compliance Prepare annual file destruction reports for shareholder distribution. Clean and review files according to retention policies. Supervise destruction of confidential data. Update records related to file retention and destruction activities.

Qualifications Discretion:

Maintain confidentiality internally and with clients. Previous administrative, office management, or supervisory experience preferred. Strong organizational and multitasking skills. Excellent written and verbal communication abilities. Proficiency in Microsoft Office and document management systems. Ability to handle confidential information with professionalism and discretion. Strong attention to detail and follow-through. Openness to adopting AI solutions to streamline tasks and improve workflow efficiency Preferred Skills Experience in accounting, tax, or professional services environments. Knowledge of paperless filing systems and document retention procedures. Team Leader with the ability to mentor, train and support administrative staff. Work Environment This position operates in an on-site professional office setting and requires collaboration with staff across multiple departments to ensure efficient office operations and client service excellence.

Pay:

$65,000.00 - $70,000.00 per year

Benefits:

401(k) Dental insurance Health insurance Paid time off Vision insurance

Work Location:

In person