Job Desciption

CPA Assistant

When people ask me what I do for work, I like to say I work at an accounting firm. In which people respond with nods of affirmation. But I'm convinced most people don't actually know what we do.

A public accounting assistant in a small firm works closely with CPAs, helping them handle financial records, tax preparations, audits, and advisory services for a variety of clients, ranging from individuals to small businesses. While people often think of accountants as just "tax people," there is so much more that happens behind the scenes, and my role is to make sure all these processes run smoothly. In a small firm, we wear many hats, and I assist in keeping everything organized and efficient for the CPAs, so they can focus on the big-picture financial strategies.

Three descriptions help to sum up the duties of a CPA Assistant:

• Organizer
• Gatekeeper
• Mechanic

Organizer

Organization is key, and I'm responsible for keeping everything in order. My tasks include:

• Managing client information, files, and financial records
• Scheduling appointments, tax filings, and deadlines
• Tracking and following up on outstanding tasks/documentation

From collecting basic client information to gathering all the required and necessary forms and documents -- my role ensures we have all the information we need for tax filing or auditing. 

Gatekeeper

As a gatekeeper, I ensure that clients' reporting is accurate and compliant. My duties include ensuring:

• Deadlines for tax filings, reports, and payments are met
• Financial records are complete and accurate 
• Clients stay compliant with tax laws and financial regulations

During the busy season (for me, it's January to April), it's critical to keep track of upcoming filing deadlines for multiple clients. I work closely with the CPAs to ensure clients don't miss key dates, avoiding penalties and late fees for our clients. For example, Tax Day every year is usually April 15th -- for the majority, this means tax returns and tax payments are due on this date. Ensuring that tax returns are ready to be filed, and submitted, and payments are going to be made before the deadline is a big part of my job. 

Mechanic

As a CPA assistant, I also have a lot of problem-solving to do, so I'm also a mechanic. Whenever there are issues with financial software, incorrect data entries, or even miscommunications, I help troubleshoot and find solutions. My duties include:

• Verifying data accuracy
• Reconciling bank accounts and statements
• Coordinating with clients and government agencies to resolve discrepancies

We know whenever the government does something, it's either going to be slow, or there will be lots of problems. Unfortunately, this also applies to the different government agencies: the Internal Revenue Service (IRS), the Franchise Tax Board (FTB), the Employment Development Department (EDD), and so on. It could either be a human error or a system error; but for example, clients sometimes receive notices stating that there is a discrepancy between the returns/forms filed versus what they have in the system - causing more tax due (when there shouldn't). I would go in and understand what this discrepancy is and would send in additional information and documents to ensure that this problem goes away. 

Flesch Reading Ease: 51.4

Flesch-Kincaid Grade Level: 10.9

Passive Sentences: 5.2%