Tax Production Specialist

RubinBrown is one of the nation’s leading accounting and professional consulting firms with a commitment to building personal relationships and delivering totally satisfied clients. The RubinBrown name and reputation are synonymous with experience, integrity and value.

The firm has a revenue of approximately $265 million with 1000+ team members across locations in Chicago, Denver, Kansas City, Las Vegas, Nashville, and St. Louis, Mumbai, and Detroit.

The Tax Production Specialist is responsible for the processing, assembly, and e-filing of tax returns including all return types, payroll returns, 1099s, estimate vouchers, extensions, etc. The Tax Production Specialist is also responsible for the 1040/1041 scanning and autoflow processes. Reporting to the Director of Tax Operations, this role will also provide direct administrative support to the tax department leadership on a limited, as needed basis.

Major Responsibilities

• Process and assemble tax returns and extensions—including all return types, payroll returns, 1099s, estimate vouchers, etc
  • Print tax returns for client delivery and save a pdf version to Document for all tax return types. Apply appropriate passwords, masking and naming conventions per RubinBrown standards
  • Assemble tax returns for paper filing and delivery to clients
  • Upload tax returns to portal or SafeSend as instructed on route sheet
  • E-mail tax returns to team members as instructed on route sheet
• Scanning and autoflow of original client documents for 1040s and 1041s
  • Scan client documents received in paper form
  • Merge scans received both electronically and in paper
  • Prepare documents for scan software process by inserting target sheets
  • Perform autoflow function to populate information into tax return software
• Process and assemble extensions
  • Prepare extensions for all return types as requested from tax team members
  • E-file extensions as appropriate
  • Monitor e-file rejections for extensions--mail extensions via certified mail upon rejection. Maintain documentation of mailing.
  • Send pass-through tax return lists to signers. Prepare and e-file extensions for all pass-through tax returns unless signer advises otherwise.
• Process signed 8879s and e-file tax returns
  • Send copies of signed 8879s received in the mail or in person to efile@rubinbrown.com
  • For any returns that can’t be e-filed by the e-file automation, review signed 8879s for accuracy and release e-files.
  • Review e-file monitoring dashboard daily to identify returns that need additional follow-up. Notify engagement team to correct the issue. 
• Supervise and train seasonal tax production interns assisting with assembly, efiling, scanning, autoflow, extensions, etc
  • Identify areas in need of additional support and coordinate with the Director of Tax Operations to deploy or redirect resources as needed to assist with tasks

• Provide backup support for tax production team members in other offices
• Maintain accuracy of Workstream data
  • Update workstream for all processes performed
  • Send 8879 lists to team members prior to a deadline
  • Continuously monitor OK to final list, extension request lists, e-file submitted lists, e-file rejected lists, etc
  • Prepare and distribute standard weekly due date/project tracking reports
  • Follow up on delinquent projects in Workstream and make necessary edits
• Work directly with and meet regularly (via videoconference) with a team of peers to run consistent application of the tax production function of the firm and share resources across offices. This team of peers includes the tax production team members in Kansas City, Denver, Las Vegas and Chicago and Nashville (and future offices).
• Print and mail or email 1040 and 1041 organizers
• Maintain written procedures/instructions for all duties including extensions, e-filing, printing, etc
• Other duties--as assigned

Preferred Experience/Background/Skills

• Bachelors degree in business administration or related degree (preferred, not required).
• Three or more years of work experience in a related position.
• Experience with various technology platforms – including proficiency in Word, Excel, and Powerpoint.
• Client service experience.
• Strong interpersonal skills.
• Strong communication skills.
• Strong problem solving skills.
• Ability to handle a variety of tasks at one time.
• Ability to work in excess of normal work hours, when necessary.

Working Conditions

• Typical office hours of 8:00am – 5:00pm.
• Must be available for on-call coverage during evenings, weekends, and holidays as requested.
• Ability to work extra hours, different hours, or staggered hours as determined by the workload and expectations especially between February and April each year.
• Some travel will be required to assist in other locations
• Ability to sit for long periods of time.
• Ability to move throughout office.
• Ability to lift, carry, push, and pull up to 50 pounds if needed. 
• Ability to communicate with clients, team members, etc.

One Firm

To foster a highly respected, inclusive culture that helps foster and promote an environment that is diverse and equitable for all team members and the firm to achieve growth and deepened expertise. RubinBrown is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law. Accommodations are available on request for candidates taking part in all aspects of the selection process. To request accommodation, please contact your recruiter.

EEO Employer W/M/Vet/Disabled