Resource Management and Scheduling Coordinator

RubinBrown LLP 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. We have revenue of approximately $265 million with 1,000+ team members across locations in Chicago, Denver, Detroit, Kansas City, Las Vegas, Mumbai (India), Nashville, and St. Louis.

Overview

RubinBrown is looking for a Resource Management and Scheduling Coordinator to support the Tax Services Practice. The role of Resource Management and Scheduling Coordinator will support the workflow, coordination and engagement management with our internal team members serving external clients of the firm. This position is expected to be a liaison between engagement managers and team members.

Major Responsibilities

• Manage team member schedules for client engagements and special projects

  • Generate and distribute weekly staffing/scheduling reports from Practice Management, ProStaff, CCH Suite, Workstream and ProStaff
  • Coordinate with scheduling coordinators in other offices to move work as needed
  • Coordinate and lead scheduling meetings
  • Participate in weekly scheduling calls with office scheduling coordinators during tax season
  • Coordinate schedules of tax interns and any seasonal professional staff team members
  • Maintain frequent communication with staff to have most current scheduling information

• System maintenance of assignments in ProStaff, Workstream and Client Central

  • Manage assignments for tax team members in ProStaff
  • Review budgeted hours with tax managers for accuracy
  • Edit team member schedules as engagements shift
  • Update assignments in Workstream as needed
  • Assist new tax partners/managers with client transitions—update Client Central, Workstream and Prostaff

• Tax Production reporting

  • Prepare and distribute standard weekly due date/project tracking reports for all offices
  • Obtain documentation of team member PTIN numbers and maintain annual list for compliance

• Manage tax return compliance for designated client groups and/or Partners, including:

• • Gathering client data directly from clients and third-party providers for tax preparation and moving files into preparation
  • Acting as liaison among RubinBrown client teams, clients and outsourcing partners to gather missing tax information
  • Assisting client teams with delivery of tax returns and execution of necessary efiling signature forms
  • Assisting client teams with efiling rejections

• Maintain client records and files as well as assist with administrative workflow on RubinBrown automated systems

• Handle regular correspondence with clients as delegated by partner group

• Maintain tickler of various other client projects that arise throughout the year

• Prepare monthly invoices and account statements for assigned client groups and/or Partners

Other duties

• -as assigned

Preferred Experience/Background/Skills

• Associates degree in Accounting or related degree, preferred

• Prior public accounting experience is a plus

• Strong technical skills including the ability to utilize technology and the commitment to learning in a technology environment

• Strong team orientation

• Energetic, enthusiastic and willingness to take initiative and instruction

• Ability to meet challenging client requirements and provide quality client service

• Utilize analytical and research abilities

• Proficiency in Microsoft Office programs (Word and Excel required).

• Excellent interpersonal, and verbal and written communication skills

• Strict adherence to professional ethics

• Ability to successfully contribute to the success of a strategic business unit of the firm

Working Conditions

• The typical office hours are 8:00 a.m. to 5:00 p.m.
• Ability to work extra hours February through April
• Travel for this position will be minimal
• Ability to sit for long periods of time
• Ability to move throughout office
• Ability to lift, carry, push, pull up to 10 pounds
• Ability to speak English 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

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.