Operations Administrator

Position Summary

The Operations Administrator plays a key role in supporting the firm's operational excellence throughout the year. During tax season, this position is primarily responsible for managing the firm's electronic filing (e-file) process, ensuring tax returns are accurately transmitted, monitored, and completed in a timely manner.

Outside of tax season, the Operations Administrator supports a variety of Human Resources functions, training and development systems administration, leave management, and employee engagement initiatives. This role is ideal for someone who enjoys learning new technology, thrives in a fast-paced environment, and takes pride in keeping complex processes organized and running smoothly.

This is an in-person position based in our Naperville office. Due to the seasonal nature of public accounting, overtime and occasional weekend hours are expected during tax season.

Essential Responsibilities

Tax Season (Primary Responsibilities)

• Manage the firm's electronic filing (e-file) process for individual, business, and other tax returns.
• Prepare, transmit, monitor, and resolve e-file submissions.
• Track acknowledgements and proactively resolve rejected returns.
• Coordinate with tax professionals to ensure filing deadlines are met.
• Maintain accurate records of filing statuses and outstanding items.
• Communicate with internal staff regarding filing issues and required follow-up.
• Assist with tax season workflow and administrative projects as needed.

Year-Round Operations & HR Support

• Coordinate employee onboarding and offboarding activities.
• Assist with leave administration and employee documentation.
• Support administration of the firm's Learning Management System (LMS), including assigning training, tracking completion, and maintaining records.
• Provide systems administration support for various firm software platforms.
• Maintain employee records and operational documentation.
• Coordinate office meetings, events, celebrations, and employee engagement activities.
• Provide general administrative support to the HR and Operations teams.

Qualifications

• Associate's or Bachelor's degree preferred, or equivalent work experience.
• 2+ years of administrative, operations, HR, or professional services experience preferred.
• Previous experience in a CPA firm, accounting firm, or other professional services environment is a plus.
• Experience with HR systems, learning management systems, or practice management software is beneficial.

Knowledge, Skills & Abilities

The ideal candidate will have:

• Exceptional attention to detail and organizational skills.
• Strong technology aptitude and the ability to quickly learn new software systems.
• Excellent problem-solving and critical thinking abilities.
• Strong written and verbal communication skills.
• Outstanding interpersonal and customer service skills.
• Ability to manage multiple priorities while maintaining accuracy.
• Ability to work independently while collaborating effectively with a team.
• High level of professionalism and discretion with confidential information.
• Strong time management skills and ability to meet firm deadlines.

Technology

Experience with the following is helpful but not required:

• Microsoft Office Suite (particularly Excel and Outlook)
• Adobe Acrobat
• Learning Management Systems (LMS) like AbsorbLMS
• Human Resources Information Systems (HRIS), specifically BambooHR
• Practice management and workflow software like CCH Axcess
• Electronic document management systems

Work Environment & Schedule

• Full-time, hourly position.
• In-person in our Naperville office.
• Standard business hours outside of tax season.
• Overtime and occasional weekend hours are expected during tax season to support filing deadlines.
• Some schedule flexibility may be required during peak periods.

DHJJ Perks:

• Dress for your day
• Flexible schedules
  
• Referral bonuses for new hires and new clients

Benefits:

• Group health insurance offered through BCBS (Health & Dental), VSP (Vision), HealthEquity (HSA, FSA, Dependent Care FSA)
• Employer-paid Long- and Short-Term Disability 
• Paid parental leave
• Group life insurance through AICPA
• 12 1/2 paid holidays per year
• PTO policy starting at 15 days per year
  
• 401(k) Profit-Sharing Plan with discretionary 3% employer contribution
• Paid society memberships, training, and continuing education