The Getty

Tax Administrative Assistant

6 months ago
Requisition Number
2017-2961
Position Status
LT Full-Time
Salaried/Hourly
Hourly
Category
Accounting/Finance
Getty Center
Program/Dept.
Trust - 0110-Accounting and Finance

Job Summary

Responsible for managing, monitoring, and coordinating collection of data for the J. Paul Getty Trust tax return under the direction of the Tax & Travel Manager. In addition to supporting the tax return data collection, the tax assistant will also provide customer service support for Travel and other administrative tasks for the Manager and the group. We are looking for an individual who is detail oriented, organized and efficient and is comfortable being a member of a team. The ability to multi-task, while maintaining detailed schedules and managing communication with our business partners and within our organization, is essential in this position. The ideal candidate for this job is personable and customer oriented. Dedication to completing projects in a timely manner and superior organizational skills are critical to success in this position.

Major Job Responsibilities

  • Under the supervision of the Tax & Travel Manager, the Tax Assistant is responsible for assuring that all data from external parties that is needed to prepare the tax returns is obtained in a timely manner.
  • Maintain and update a database with the external parties' contact information and files used to track status of the data from time data needed is identified to the receipt of the data and ultimately the submittal to the tax preparers. Manage efficiently and effectively soft files with data collected and data submitted to tax preparers.
  • Obtain the external data for the tax return utilizing specialized internet sites; shared email box and US mail to retrieve the data.
  • Communicate and coordinate internally with the Getty personnel that have the primary relationship with the external party to obtain updated contact information. Communicate via email and by phone with the external parties to obtain missing data. Keep the Tax & Travel Manager informed of the progress and any problems or issues as they arise.
  • The Tax Assistant will be trained to analyze and cross check various schedules to assure that all schedules are complete and up to date and with mentoring from Staff will be able to determine if data received is complete by reviewing key data fields and by using other department tools and resources.
  • Make suggestions to improve the data collection, monitoring and reporting process.
  • Proof read donor and grantee name and address listings.
  • Provide customer service support for travel.
  • Other duties as assigned.

Qualifications

  • High school diploma/GED; Bachelor’s degree preferred
  • Minimum 3-4 years related experience

Knowledge, Skills and Abilities

  • Proven experience in working in a complex, corporate/non-profit environment
  • Proficient computer skills and demonstrated experience with office software and email applications
  • Demonstrated ability to follow through and complete assigned tasks
  • Strong verbal and written communication skills with the proven ability to work effectively in teams to acheive desired objectives.
  • Advanced computer skills and demonstrated experience with Microsoft Office and email applications.
  • Excellent customer service/interpersonal skills
  • Ability to prioritize and multi-task