tax accountant

POSITION TITLE: Tax Accountant

MANAGER’S POSITION: Tax Partner


RESULT STATEMENT:

To provide relief and empowerment to customers by preparing tax returns timely and accurately.


WORK LISTING:

Strategic Work:

  1. Offer suggestions for better systems and processes for supporting the tax customers.

Tactical Work:

  1. New Customer sales calls.

  2. Complete tax return preparation.

  3. Perform write-up bookkeeping when needed.

  4. Complete annual W2s and all prep work.

  5. Complete annual 1099s and prep work.

  6. Complete Sales Tax Returns.

  7. Complete Payroll Tax Returns.

  8. Perform tax projections and estimates.

  9. Project Management

Position Specific:

  1. Within 24 hours of receiving a new customer inquiry, complete a phone call or in person meeting with the prospective customer and follow the sales process as described in the Method.

  2. Within 2 weeks of a client meeting, the tax preparation should be completed by following each step in the Project Management System.

  3. Within 5 business days of receiving financial statements from the clients, complete the write up process per customer as defined in the Project Management System.

  4. Beginning the process on January 1st and completing no later than January 31st, deliver all W2s and W3s as defined in the Project Management System.

  5. Beginning the process on October 1st and completing no later than January 31st, deliver all 1099s and 1096s as defined in the Project Management System.

  6. Sales Tax Returns should be completed by the 20th day of each month as defined in the Project Management System.

  7. By April 30th, July 31st, October 31st and January 31st complete all payroll tax returns as defined in the Project Management System.

  8. Within 3 business days of receiving information from the clients, the tax projection and estimates should be completed as defined in the Project Management System. 

  9. Complete all miscellaneous assigned projects as defined in the Project Management System.

STANDARDS:

Company-Wide:

  1. All work will be performed in accordance with all government laws, regulations, ordinances, and court rulings in those jurisdictions in which the company operates.

  2. All routine work will be documented in the Method.  The information included in the Method is proprietary.

  3. All work will be performed according to company policies and standards inherent in all position contracts, system action plans, employee manuals, and ongoing policy memoranda.

  4. Client and company information will be held as strictly confidential outside the company.

  5. All telephone calls and emails, both internal and external, will be returned within one business day and within two hours whenever possible.

  6. Manager will be notified of any issues to be resolved or deadlines that cannot be met by reporting position, prior to the due date, through Teamwork.

  7. Problems with any system must be brought to the attention of manager through Teamwork so the system can be improved, within the structure of the operations manual.

  8. All policy memoranda indicating changes in policy and/or procedure will be stored in each employee’s Method, until the time an updated procedure is provided.

  9. Employees will provide staff assistance as requested; each employee may be asked from time to time to cover other areas of accountability and/or departments.

  10. All business communications, whether verbal, visual, or written, whether for internal or external use, will be professional in tone and will be in accordance with the company’s listed Core Values.

  11. Employees will respect each other’s time, space, and need for concentration.  Socializing and interruptions must not impede workflow.

  12. Employees will have Monthly, regularly scheduled meetings with their manager.

Employee:

  1. Structured Flexibility - We believe that we've hired professional people that don't need to be micro-managed.  However, we need to provide appropriate structure to build a scalable operating infrastructure.  Position contracts, "Method" (Process manuals), corporate standards, etc. provide structure, the flexibility is that we're never going to tell you what to wear, when to show up, that you can't go to your kids event at school, etc.  You're a professional and it's expected that you get the job done the best you possibly can.  Carry yourself well.  Be strong and confident yet humble.  Dress how you want to be seen.  Laugh and smile.  Be likable.  Be optimistic.  Be encouraging.  Work your hardest and never ever give up.

  2. Make it better - I don't want the job to define people, I want people to define the job.  In other words, we believe the people we've hired are the best people we can find for the position.  So, make it better.  Collaborate with your teammates and seek to make our processes, our systems, our products and services better than they currently are.  You won't always get your way, but you can try.  We think you're the best, so help us make our products and services the best.

  3. Try something - I would much rather someone try something and fail than sit back and wait for their supervisor to tell them what to do.  We will rarely fire someone that isn't succeeding, as long as they are trying their hardest.  If someone isn't trying, whether they're succeeding or not, they may not have a job much longer.  Try try try and never give up.  Don't quit trying and take initiative until someone stops you.  I would much rather someone tell me what they are going to do (and give me the opportunity to stop them) than to ask permission.  Granted, we don't want people carelessly trying things and making a mess.  Do your research, understand what you want to do and why you want to do it, collaborate with people, etc.  Don't just recklessly run amuck.  

  4. Honesty over forthright - We ALWAYS have to be honest, we don't always have to be forthright.  In other words, own your mistakes even if the customer fires us.  If we make a mistake, we own it, 100% of the time, and rarely will an employee get fired for making a mistake and owning it.  However, sometimes, it's very clear that it will cause more stress and more concern (uncertainty) for the customer if we are overly forthright in our mistakes.  Our customers rely on us to "handle their finances".  If there's a problem, we fix it (or determine the solution) FIRST, then decide what and when to tell the customer.   The customer isn't always right.  It's ok to fire customers and it's ok to allow customers to leave.  We want what's best for the customer and, sometimes, it's best for them to move on.  It's always important to support them and NEVER burn bridges.  We're always honest and we calculate how and when to be forthright.  

  5. Simple and clear - Make everything as simple and clear as you can.  Complicated doesn't mean smarter, it means more difficult.  Simple means smarter, easier and quicker.  If you can't explain it clearly, you don't know it well enough.  Our customers hire us because we're the experts and [usually] because they don't understand this stuff.  We have to make it so simple and so clear that they can't miss it.  Furthermore, we oftentimes have to sell them on our concept and idea.  Sometimes, we have to help them come to the conclusion on their own, even if we already know it.  The more simple and the more clear we can be, the easier it'll be for people to make good decisions.  People follow clarity. 

  6. Consistency -  Be consistent even if you're consistently wrong.  Consistency is easy to track and fix.  Inconsistency is confusing and hard to clean up.  Steady and stable is important and people cling to it.  Sometimes, we're the only stability our customers have; we're the only ones who have control and our customers lean on us for that.  Consistency provides stability and control.  

  7. Listen before you talk -  Ask everyone lots questions and just listen.  (1) It makes them feel good.  (2) It lets you know exactly how they feel.  (3) They are better than you at something, which means you can learn from them.  (4) It makes them vulnerable and they open up and tell you more than they expected.  (5) They'll respect and accept your opinion far more.  The more you know about them, the better you'll understand what they need and how we can help and the more effective we'll be at our job.  We don't always have to have an answer or the right answer, but we have to give them the confidence that we will figure it out.

  8. Make everything look good - People have 100% more confidence in something that looks good than something that is just functional!  I would actually argue that people will buy something just because it looks good, even if it doesn't function at all.  In our world, functionality always trumps aesthetics, but don't overlook the aesthetics.  The look and feel of our materials, forms, reports, office, apparel, give-a-ways, logo, template, etc. should be equally important.  Aesthetics often tells who we are more than our words do.  Something that is disheveled doesn't provide enough clarity and can be confusing.  Even if it functionally works, if it doesn't look good, it won't work.

  9. Always help people -  It doesn't matter if they're a customer or not, help them.  Helping others in our industry only makes the industry stronger and makes us more respected.  Giving away our "secret recipe" won't put us out of business.  We need to always help people and always be willing to give it away.  Trust me, if anyone tries to do what we're doing by stealing our model, they'll forever be playing catch-up.  We'll always be 1 step ahead of them.  Furthermore, if we give free advice to every prospect we meet, they'll end up becoming a customer because they aren't able to implement it... otherwise, they would have already.  Free advice proves that we're the experts.  

  10. Be healthy - We are all better when we're rested.  It's not enough to take a vacation or to leave the office every day at five… You have to learn to turn your mind off and give your mind a break.  Things don't ever slow down… If they do, something could be wrong.  Learn to separate your personal mind from your business mind.  Take a bath, drink a glass of wine, take a long walk, exercise, eat well, be social, don't over commit.  Be disciplined to work on yourself to be healthy.  Find whatever your "thing" is to relax yourself, to clear your mind and to be physically, emotionally and mentally healthy.