Administrative Assistant - Tax at Syufy… · San Rafael

Position Summary:

The Tax Administrative Assistant reports to the Tax Specialist and is responsible for maintaining organization for the Tax and Investment Departments while supporting a variety of tax processes and projects. This role also manages day-to-day administrative functions of the office. The position works under the general supervision of the Tax Specialist, with indirect oversight from the Vice President of Tax, and regularly handles highly confidential information, including tax returns and bank account information.

Essential Duties & Responsibilities

· Manage the compliance delivery process, including internal logs, certified mailings, and assembly of returns.

· Organize and maintain historical and current hard-copy and electronic filing systems.

· Monitor office supplies, place orders as needed, and confirm order accuracy.

· Support daily office functions, including date-stamping and distributing mail and coordinating plant maintenance.

· Process invoices and check requests.

· Provide administrative support to the Tax Department as needed.

· Maintain written desk procedures for all assigned responsibilities.

Qualifications

· Entry-level position; one or more years of tax staff, administrative assistant, or equivalent work experience is preferred.

· Highly organized, detail-oriented, self-motivated, and resourceful, with the ability to manage multiple concurrent duties and assignments with minimal direct supervision.

· Strong judgment, flexibility, and ability to work effectively as part of a team.

· Ability to handle sensitive and confidential information within and across departments.

· Strong computer skills, particularly in Microsoft PowerPoint, Word, Excel, and Adobe Acrobat.

· Familiarity with AI tools, such as Microsoft Copilot or Claude, is a plus.

· Tax services experience, familiarity with tax matters, or an interest in tax is a plus.

· High school diploma or equivalent required; bachelor’s degree or higher is desirable.

· Ability to read, analyze, and interpret general business periodicals, professional manuals, invoices, and technical procedures.

· Ability to write reports, business correspondence, and procedure manuals, and to present information and respond to questions from managers, vendors, and the general public.

· Ability to add, subtract, multiply, and divide using whole numbers, common fractions, and decimals.

· Ability to solve practical problems, exercise independent judgment, and interpret written, oral, diagram, or schedule-based instructions.

Physical and Environmental Requirements:

· Occasional bending, kneeling, and lifting up to 25 lbs

· Frequent sitting and occasional standing, walking, reaching

· Noise level may be moderate to high at times

Note: This job description is intended only as a general guideline of your duties and responsibilities at Syufy Enterprises and is not a legally binding contract. Syufy Enterprises reserves the right to amend, change or terminate the job description, as it deems appropriate. Any change amendments, or modifications may be implemented even though they have not been communicated, reprinted or substituted in this job description.

Equal Employer Opportunity (EEO)

We are an Equal Employment Opportunity employer. All qualified applicants will be considered for employment regardless of age, national origin, race, color, disability, religion, sexual orientation, gender identity or expression, or any other characteristic protected under applicable law.

Compensation & Benefits

· $26.50 - $29.70 per hour and based on relevant experience to the role. Full-time hours.

· Annual incentive bonus eligibility.

· PTO.

· Full benefits package.

· 401K with dollar for dollar match up to 4%.

PRIVACY NOTICE TO CALIFORNIA JOB APPLICANTS

Syufy Enterprises and/or any affiliated entities (collectively, the “Company” or “we”) provide this California Privacy Notice (“Notice”) to describe our privacy practices with respect to our collection of Personal Information as required under the California Consumer Privacy Act (“CCPA”) as amended by the California Privacy Rights Act (“CPRA”). This Notice applies only to job applicants and candidates for employment who are residents of the State of California (“Consumers”) and from whom we collect “Personal Information” as defined in the CCPA. We provide you this Notice because under the CCPA, California residents who are job applicants qualify as Consumers. For purposes of this Notice, when we refer to Consumers, we mean you only to the extent you are a job applicant who resides in California.

1. Information We Collect from or About Job Applicants

We may directly or indirectly collect Personal Information from you in a variety of different situations and using a variety of different methods, including, but not limited to, on our website, your mobile device, through email, in physical locations, through written applications, through the mail, and/or over the telephone. Generally, we may collect, receive, maintain, and use the following categories of Personal Information, depending on the particular purpose and to the extent permitted under applicable law:

Personal Identifiers & Contact Information: Name, alias, home, postal or mailing address, email address, telephone number.

Pre-Hire, Employment, and Education History Information: Information provided in your job application or resume including prior job experience and/or positions held, your salary expectations, educational history or records of degrees and/or certifications, information gathered as part of reference checks, information recorded in job interview notes by persons conducting job interviews for the Company, information contained in candidate evaluation records and assessments, information in work product samples you provided, and voluntary disclosures by you.

Inferences: Based on analysis of the personal information collected, we may develop inferences regarding job applicants’ predispositions, behavior, attitudes, intelligence, abilities, and aptitudes for purposes of recruiting and hiring assessments and decisions.

Of the above categories of Personal Information, the following are categories of Sensitive Personal Information the Company may collect:

1. Personal Identifiers
   

Personal Information does not include:

• Publicly available information from government records.
• Information that a business has a reasonable basis to believe is lawfully made available to the general public by the job applicant or from widely distributed media.
• Information made available by a person to whom the job applicant has disclosed the information if the job applicant has not restricted the information to a specific audience.
• De-identified or aggregated information.

2. How We Use Personal Information and Sensitive Personal Information

The Personal Information and Sensitive Personal Information we collect, and our use of Personal Information and Sensitive Personal Information, may vary depending on the circumstances. This Notice is intended to provide an overall description of our collection and use of Personal Information and Sensitive Personal Information. Generally, we may use or disclose Personal Information and Sensitive Personal Information we collect from you or about you for one or more of the following purposes:

1. To fulfill or meet the purpose for which you provided the information. For example, if you share your name and contact information to apply for a job with the Company, we will use that Personal Information in connection with your candidacy for employment.
2. To comply with local, state, and federal law and regulations requiring employers to maintain certain records (such as immigration compliance records, travel records, personnel files, wage and hour records, payroll records, accident or safety records, and tax records), as well as local, state, and federal law, regulations, ordinances, guidelines, and orders relating to COVID-19.
3. To evaluate, make, and communicate decisions regarding your job application and candidacy for employment.
4. To communicate with you regarding your candidacy for employment.
5. To evaluate and improve our recruiting methods and strategies.
6. To evaluate job applicants and candidates for employment or promotions.
7. To obtain and verify employment references.
8. To engage in corporate transactions requiring review or disclosure of job applicant records subject to non-disclosure agreements, such as for evaluating potential mergers and acquisitions of the Company.
9. COVID-19 RELATED PURPOSES

a. To reduce the risk of spreading the disease in or through the workplace.

b. To protect job applicants and everyone else at Company workplaces from exposure to COVID-19.

c. To comply with local, state, and federal law, regulations, ordinances, guidelines, and orders relating to COVID-19, including applicable reporting requirements.

d. To facilitate and coordinate pandemic-related initiatives and activities (whether Company-sponsored or through the U.S. Center for Disease Control and Prevention, other federal, state and local governmental authorities, and/or public and private entities or establishments, including vaccination initiatives).

e. To permit contact tracing relating to any potential exposure.

f. To communicate with job applicants and other consumers (including employees and visitors to our workplace) regarding potential exposure to COVID-19 and properly warn others who have had close contact with an infected or symptomatic individual so that they may take precautionary measures, help prevent further spread of the virus, and obtain treatment, if necessary.

10. To evaluate, assess, and manage the Company’s business relationship with vendors, service providers, and contractors that provide services to the Company related to recruiting or processing of data from or about job applicants.

11. To improve job applicant experience on Company computers, networks, devices, software applications or systems, and to debug, identify, and repair errors that impair existing intended functionality of our systems.

12. To protect against malicious or illegal activity and prosecute those responsible.

13. To prevent identity theft.

14. To verify and respond to consumer requests from job applicants under applicable consumer privacy laws.

3. Sale/Sharing of Information to Third Parties

The Company does not sell your Personal Information or Sensitive Personal Information for any monetary or other valuable consideration. The Company does not share your Personal Information or Sensitive Personal Information for cross-context behavioral advertising.

4. Access to Privacy Policy

For more information, you can request a copy of the Company’s Privacy Policy by sending an e-mail to hr@150pelican.com.

5. Data Retention:

Syufy Enterprises retains information for as long as reasonably necessary for the purposes for which it was collected, or as otherwise permitted or required by law. In deciding how long to retain each category of Personal Information that we collect, we consider many criteria, including, but not limited to: the business purposes for which the Personal Information was collected; relevant federal, state and local recordkeeping laws; applicable statute of limitations for claims to which the information may be relevant; and legal preservation of evidence obligations.

By submitting my resume and/or application, I acknowledge and confirm that I have received and read and understand this Notice and I hereby authorize and consent to the Company’s use of the Personal Information and Sensitive Personal Information it collects, receives or maintains for the business purposes identified above.