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Role Purpose

The Tax Manager serves as a technical tax expert and client advisor, overseeing the preparation and review of complex tax returns while providing strategic tax planning guidance. This role combines deep technical knowledge with client relationship management to ensure compliance, minimize tax liabilities, and deliver exceptional service that positions LUCA as a trusted tax advisor.

The Big Win

Should you excel in this role — The big win is to become a trusted tax advisor who transforms complex tax regulations into strategic advantages for clients while building and mentoring a high-performing tax team. You'll develop deep expertise that allows clients to navigate tax challenges with confidence while creating efficient processes that ensure accuracy and compliance. By mastering both technical tax knowledge and client advisory skills, you'll help clients make informed decisions that optimize their tax positions and support their business goals, establishing LUCA as their indispensable tax partner.

Core Responsibilities

Tax Compliance & Technical Excellence

• Oversee preparation and review of federal, state, and local tax returns for individuals, corporations, partnerships, trusts, and nonprofits
• Ensure compliance with all applicable tax laws and regulations across multiple jurisdictions
• Develop and implement tax planning strategies to minimize tax liabilities and maximize client benefits
• Stay current with changes in tax laws and regulations, communicating impact to clients and staff
• Conduct complex tax research to resolve technical issues and support tax positions
• Prepare technical tax memoranda and documentation to support strategies and positions

Client Advisory & Relationship Management

• Serve as primary tax contact for assigned clients, managing relationships and expectations
• Conduct client meetings to discuss tax planning strategies and address tax-related issues
• Provide proactive tax advice and recommendations based on clients' financial situations and goals
• Monitor engagement budgets, overages, and billing to ensure profitability
• Coordinate with Client Directors and Controllers to integrate tax planning with overall financial strategy
• Manage client portfolio of diverse entities including individuals, corporations, partnerships, trusts, and nonprofits

Team Development & Staff Supervision

• Supervise and mentor junior tax staff, providing guidance for professional development
• Review work prepared by junior staff for accuracy and completeness
• Provide constructive feedback and coaching to support skill advancement
• Participate in performance evaluations and hiring processes for tax team members
• Facilitate knowledge transfer and cross-training within the tax team
• Lead team of 2-5 junior tax professionals, coordinating workload and development

Process Improvement & Quality Control

• Identify opportunities to improve tax processes and procedures for enhanced efficiency and accuracy
• Implement best practices and leverage technology to streamline tax preparation and review
• Ensure proper documentation and record-keeping for all tax-related activities
• Maintain quality control standards with 99%+ accuracy and zero compliance penalties
• Collaborate with other departments to optimize workflow and resource allocation
• Lead process optimization initiatives that improve team productivity and client service

Time Allocation & Metrics

• Client work and tax preparation: 60-70% of time
• Team development and supervision: 20% of time
• Business development and client relationship management: 15% of time
• Process improvement and professional development: 5% of time
• Tax return accuracy: 99%+ accuracy rate with zero compliance penalties
• Client satisfaction: Maintain 8.5+ out of 10 satisfaction scores
• Team retention: 85%+ annual retention of direct reports
• Engagement profitability: Meet or exceed budgets with minimal overages

Daily Responsibilities

• Review assigned tax work items and prioritize based on deadlines and client importance
• Provide technical guidance and support to junior tax staff on complex issues
• Review tax returns prepared by team members for accuracy and completeness
• Address urgent client tax questions and coordinate responses with appropriate expertise
• Monitor progress on tax return preparation and identify potential bottlenecks
• Stay current with tax law changes through professional resources and continuing education
• Update project management systems with current work status and priority adjustments

Weekly Responsibilities

• Conduct team meetings to coordinate work assignments and address technical issues
• Review all tax returns completed by junior staff and provide constructive feedback
• Update project management systems with current status and upcoming deadlines
• Communicate with clients proactively about tax planning opportunities and filing deadlines
• Coordinate with Client Directors and Controllers on integrated tax planning strategies
• Monitor team utilization and capacity to ensure efficient resource allocation
• Participate in firm-wide meetings to share tax insights and collaborate on client strategies

Monthly Responsibilities

• Conduct one-on-one meetings with direct reports for performance feedback and development planning
• Review client profitability and engagement performance across tax portfolio
• Analyze tax team capacity, utilization rates, and resource allocation effectiveness
• Meet with key clients to discuss tax planning strategies and upcoming opportunities
• Prepare monthly reports on tax department metrics including accuracy rates, client satisfaction, and team productivity
• Coordinate with finance team on billing, collections, and engagement profitability analysis
• Conduct technical research on complex tax issues and prepare memorandum for client files

Seasonal Responsibilities

• Lead comprehensive tax season planning including resource allocation, timeline development, and client communication strategies
• Manage extended hours during peak tax season (January-April), typically 55-65 hours per week
• Coordinate with other departments to optimize workflow during peak periods and manage competing priorities
• Ensure timely client communication regarding tax season deadlines, document requests, and filing expectations
• Oversee accelerated review processes to maintain quality while meeting aggressive filing deadlines
• Conduct post-season reviews to identify process improvements and team development needs for the following year
• Manage client extension strategies and coordinate with bookkeeping teams for timely completion

Success Indicators (Warning Signs)

• Compliance Issues: Tax return errors, penalties, or regulatory violations
• Client Dissatisfaction: Negative feedback on tax advice or service delivery
• Team Challenges: High turnover, low morale, or skill development gaps in tax team
• Process Breakdowns: Missed deadlines, quality control failures, or inefficient workflows
• Knowledge Gaps: Inability to address complex tax issues or provide strategic guidance

Operating with Curiosity and Intuition

Enhancing Client Tax Strategy (Low Effort / High Value)

• [Level 1] Send quarterly tax planning reminders highlighting upcoming deadlines and opportunities
• [Level 1] Create simple tax impact summaries for major client business decisions
• [Level 2] Develop annual tax planning calendars customized for each client's business cycle
• [Level 3] Build comprehensive multi-year tax strategies that integrate with clients' long-term business plans

Improving Tax Process Efficiency (Low Effort / High Value)

• [Level 1] Document common tax issues and solutions for team reference
• [Level 1] Create standardized checklists for different types of tax returns
• [Level 2] Implement workflow automation tools to reduce manual data entry and review time
• [Level 3] Design integrated tax preparation processes that leverage client accounting data

Developing Team Tax Expertise (Low Effort / High Value)

• [Level 1] Share relevant tax law updates and practical implications with the team weekly
• [Level 1] Conduct brief training sessions on complex tax issues as they arise
• [Level 2] Create structured learning paths for junior staff based on their experience levels
• [Level 3] Develop specialized expertise tracks (corporate tax, individual tax, etc.) for team members

Building Tax Advisory Relationships (Low Effort / High Value)

• [Level 1] Include business impact explanations with all technical tax advice
• [Level 1] Proactively identify tax planning opportunities during routine client interactions
• [Level 2] Develop industry-specific tax insights that add unique value for client sectors
• [Level 3] Create comprehensive tax advisory services that position LUCA as strategic tax partners

Professional Development Requirements

• CPA or EA certification (preferred)
• 5-10 years progressive tax experience
• 2-5 years in senior managerial role
• 3-7 years experience with federal tax codes
• 3-7 years experience with state tax codes
• 3-5 years team management experience
• 3-5 years managing complex client portfolios
• Strong research and technical writing skills
• Exceptional communication, project management, and interpersonal skills

Career Path

This role leads to advancement as Director of Tax, with potential pathways toward partner-level positions or specialized practice leadership roles. The Tax Manager position provides exposure to complex client relationships, team leadership responsibilities, and business development opportunities that prepare candidates for senior leadership positions within LUCA's tax practice or broader organizational leadership.

Evaluation Framework

Leadership will evaluate the Tax Manager's performance based on:

1. Technical Excellence & Compliance
   
   • Tax return accuracy and quality
   • Regulatory compliance maintenance
   • Complex issue resolution capability
   • Technical knowledge currency and application
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2. Client Service & Advisory Impact
   
   • Client satisfaction and retention
   • Tax planning value delivered
   • Relationship management effectiveness
   • Revenue generation and growth
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3. Team Leadership & Development
   
   • Staff retention and satisfaction
   • Skill advancement across tax team
   • Training effectiveness and knowledge transfer
   • Team productivity and efficiency
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4. Operational Excellence
   
   • Process improvement implementation
   • Quality control effectiveness
   • Technology adoption and utilization
   • Resource allocation optimization

Alignment with LUCA's Values

The Tax Manager embodies LUCA's values in specific ways:

• Simplify the complicated: Translates complex tax regulations into clear, actionable guidance for clients and team members
• Bring joy and light to every conversation: Approaches tax challenges with optimism and solution-focused thinking
• Proactively problem solve: Anticipates tax issues and identifies planning opportunities before they become critical
• Ground confidence in competence: Maintains deep technical expertise while continuously expanding knowledge of tax law changes
• Finish the job: Ensures all tax deliverables meet the highest standards of accuracy and compliance
• Be fanatically attentive to consistency and detail: Maintains meticulous standards in tax preparation, review, and advisory services

Ready to join us? Apply today and help shape the future of payroll and HR for small and medium-sized businesses!

Role Purpose

The Financial Operations Specialist serves as the technical foundation of client financial operations, ensuring accurate transaction processing, reconciliations, and financial data management. This role combines detailed technical execution with client communication skills to deliver reliable, timely financial services that enable informed business decisions and support client growth.

The Big Win

Should you excel in this role, the big win is to become a trusted financial operations expert who transforms raw financial data into accurate, organized information that supports both client success and team efficiency. You'll master the technical aspects of bookkeeping while developing the communication skills needed to explain your work's impact to clients and team members. By consistently delivering error-free, timely work with clear documentation, you'll create a foundation of trust that allows clients to focus on growing their businesses while positioning yourself for advancement within LUCA.

Core Responsibilities (What You’ll Do)

Transaction Processing & Categorization

• Code and categorize daily, weekly, and monthly transactions with accuracy and consistency
• Prepare and review uncategorized transaction lists, applying critical thinking to proper classification
• Maintain clean chart of accounts naming and numbering conventions
• Ensure all transactions are processed within established timeframes
• Identify and resolve discrepancies or unusual transactions proactively
• Document transaction coding decisions for consistency and future reference

Reconciliation & Financial Controls

• Complete accurate monthly bank, credit card, and balance sheet reconciliations
• Reconcile loans, clearing accounts, and other balance sheet items consistently
• Maintain supporting documentation for all reconciliation activities
• Follow established control procedures and suggest improvements where appropriate
• Ensure month-end close deadlines are met with accuracy and completeness

Client Communication & Relationship Building

• Communicate clearly with energy and enthusiasm, focusing on work impact rather than just tasks
• Build rapport with clients through professional, helpful interactions
• Send proactive weekly updates to high-touch, white glove, or new clients when appropriate
• Coordinate with clients on information requests and missing documentation
• Provide clear explanations of financial processes and findings to clients
• Maintain professional relationships that support long-term client satisfaction

Process Documentation & Improvement

• Document all processes, sign-offs, and steps in Karbon, monthly workpapers, and control documents
• Identify opportunities for process improvements and efficiency gains
• Stay current with firm procedures and help develop additional procedures as needed
• Challenge existing processes and suggest better approaches when appropriate
• Maintain working knowledge of relevant software platforms (QBO, Xero, Bill, Melio, Dext, Gusto, etc.)
• Share knowledge with team members and learn from others' expertise
• Be willing to explore new solutions to problem solve, pursue new knowledge to become an effective user of relevant software platforms

Time Allocation & Metrics

• Client work processing: 80% of time
• Documentation and process improvement: 10% of time
• Team collaboration and communication: 10% of time
• Transaction accuracy: 98%+ accuracy rate
• Reconciliation timeliness: 100% completion within established deadlines
• Client response time: Within 24 hours for routine inquiries
• Monthly close participation: Complete assigned tasks within timeline

Daily Responsibilities

• Review assigned work items and update status in project management system
• Review "My Week" priorities and plan daily activities accordingly
• Triage emails appropriately and respond to time-sensitive requests
• Process routine transactions and maintain work quality standards
• Record time accurately in tracking systems
• Communicate with Controller on any issues or questions that arise

Weekly Responsibilities

• Review and update all assigned work items with detailed status and progress notes
• Maintain "Your Week," "Triage," and work/task lists with relevant details
• Send weekly updates to appropriate client teams when required
• Offer assistance to team members when capacity allows
• Update calendar and communicate availability changes to Controller
• Complete weekly reconciliation tasks according to client-specific schedules

Monthly Responsibilities

• Execute month-end close processes accurately and within established timelines
• Complete all assigned reconciliations and resolve any outstanding items
• Review and organize monthly workpapers for Controller review
• Participate in month-end team coordination meetings

Key Performance Indicators (Warning Signs)

• Accuracy Issues: Recurring errors in transaction coding, categorization, or reconciliations
• Timeline Delays: Missing deadlines or consistently late completion of assigned tasks
• Communication Gaps: Poor client feedback or lack of proactive communication with team
• Documentation Deficiencies: Incomplete or unclear documentation of processes and decisions
• Knowledge Stagnation: Failure to learn new systems, processes, or improve existing skills

Profile for Success (Who You Are)

• 2-5 years bookkeeping/accounting/financial management experience (preferred)
• Bachelor's degree in Accounting or Business, or completion of certified bookkeeping course (preferred)
• Cloud-based accounting software experience with QuickBooks, Xero, Karbon, Keeper, NetSuite, Intacct, Accounting Seed, or similar (preferred)
• Strong attention to detail and organizational skills
• Excellent written and verbal communication abilities

Career Path

This role leads to advancement as Lead Financial Operations Specialist, with potential pathways to Controller depending on demonstrated technical expertise, client relationship skills, and leadership capabilities. Specialists who excel in specific technical areas may also pursue specialized paths in systems implementation, process optimization, or client training.

Evaluation Framework

Your Controller and Director will evaluate Financial Operations Specialist performance based on:

1. Technical Excellence
   
   • Transaction processing accuracy and consistency
   • Reconciliation completeness and timeliness
   • Software proficiency and utilization
   • Problem identification and resolution
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2. Client Service Quality
   
   • Communication effectiveness and professionalism
   • Response time to client inquiries
   • Client feedback and satisfaction
   • Proactive service delivery
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3. Process Contribution
   
   • Documentation quality and completeness
   • Process improvement suggestions and implementation
   • Knowledge sharing and collaboration
   • Adaptability to new procedures and systems
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4. Professional Growth
   
   • Technical skill development
   • Initiative and ownership demonstration
   • Learning agility and curiosity
   • Embodiment of LUCA values

Alignment with LUCA's Values

The Financial Operations Specialist embodies LUCA's values in specific ways:

• Simplify the complicated: Organizes complex financial data into clear, understandable formats for clients and team members
• Bring joy and light to every conversation: Approaches routine tasks with positive energy and enthusiasm for the impact on client success
• Proactively problem solve: Identifies issues early and develops solutions before they impact client service
• Ground confidence in competence: Builds technical expertise while maintaining accuracy and reliability in all work
• Finish the job: Ensures all assigned tasks are completed thoroughly and within established timeframes
• Be fanatically attentive to consistency and detail: Maintains meticulous standards in all financial processing and documentation

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