- Under the direction of the Manager, the Tax Coordinator is responsible for performing a broad range of coordination and key administrative activities within the trust tax department.
- Serves as the operational lead and trust tax system subject matter expert in tax return preparation and processing workflow, ensuring efficient processes, quality client service and compliance with applicable policies and procedures.
- Coordinates and performs key functions to support timely tax return completion, filing and payment processing.
- Recommends processes that will improve operational efficiency and promote quality client service.
- Assists in business unit s compliance with applicable laws, regulations, regulatory requirements and Bank policies and procedures, including but not limited to those related to Fair Banking, Anti-Money Laundering laws and regulations, Bank Secrecy Act and USA PATRIOT Act.
- 20%: Performs key tax operational activities in OneSource Trust Tax system and TTE updates including quarterly estimated tax processes. Monitors status of electronically filed tax returns through our TTE system. Assist with maintaining and receiving accurate client, tax, and staff assignment data and uploads in Practice Management.
- 20%: Primary coordinator and liaison for outsourced/external tax preparation and information reporting vendor(s). Responsible for tasks including but not limited to regular meetings during tax season, responding to inquiries, obtaining information from account officers and/or trust accounting system, and resolving issues in a timely manner. Coordinates the QA review of a sample of externally prepared vendor items.
- 20%: Lead monthly accounts receivable process, and assist department leadership with accounts payable and management reports, as needed. Performs monthly reconciliation of department suspense accounts, coordinates remittance of withholding tax to taxing authorities.
- 20%: Coordinates with internal and external partners to ensure periodic tax payments are communicated to account officer(s) and payments processed timely and accurately.
- 10%: Assists management in meeting compliance and regulatory requirements, including coordinating and gathering information for compliance monitoring and vendor management requirements. Maintains and updates tax department policies, procedures, and desktops, as needed. Maintains department working templates and network folders.
- 5%: Coordinates with IT partners to maintain and schedule department software update. Performs testing, as appropriate, prior to rolling out to department staff.
- 5%: Performs all other miscellaneous responsibilities and duties as assigned.
- Education:
- Bachelor s degree from an accredited institution or equivalent work experience.
- Experience:
- Level I: Minimum 1 to 3 years of work experience in taxation or office management/administration or equivalent work experience. Prior customer service, project management and process improvement experience preferred.
- Level II: Minimum 3 to 5 years of work experience in taxation or office management/administration or equivalent experience. Prior customer service, project management and process improvement experience preferred.
- Technical Skills:
- Demonstrated proficiency and expertise with personal computers and Microsoft applications (Outlook, Word, Excel, Access, and PowerPoint) or similar software.
- Ability to access and understand information on various Bank systems. Working knowledge of tax software including TTE, CCH Practice Management and Client OneSource Trust Tax preferred.
- Other job qualifications:
- Superior verbal and written communication skills.
- Effective interpersonal skills and collaborative management style to include teamwork, team building, conflict management, negotiating and problem-solving skills.
- Ability to appropriately handle confidential and highly sensitive material.
- Must be analytical, detail oriented, organized with project management skills.
- Consistently demonstrates professional demeanor and presentation.
- Must have experience or a desire to learn tax concepts and practices.
- Ability to meet deadlines and simultaneously manage multiple projects/ assignments with varying deadlines.
- Possesses strong analytical, quantitative, and problem-solving skills to identify business and process improvement opportunities and risks, implement procedural change, and establish internal controls.
- Must be able to work flexible hours to include evenings, weekends as necessary, and during the busy spring and fall tax seasons.
- Hybrid position that requires 2-3 days onsite in Honolulu, HI office
- Salary Range: $55-65k/yr. (based on experience)
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