Office Manager

Expiring today

Location
Golden Valley, Minnesota
Salary
Competitive Pay
Posted
Dec 17, 2021
Closes
Jan 16, 2022
Job Type
Employee
Employment Status
Full Time

Since 1971, Smith Schafer has been one of Minnesota’s most successful CPA firms and continues to experience incredible growth. As an award-winning CPA firm, we have been featured on Forbes Top Tax Firm list, awarded Best of Accounting Client Satisfaction by ClearlyRated, and named a Top 175 Workplace in Minnesota by the Star Tribune.

At Smith Schafer, your investment of time and expertise will be rewarded with competitive pay, benefits, career opportunities, and professional development.

Job Summary:

The Office Manager position oversees all administrative office functions and supports and delivers requests or assignments from staff in all departments.  Responsibilities include, but not limited to, organizing, and sending out tax returns, reviewing documents for accuracy and managing office supplies and equipment. This position will supervise administrative staff and coordinate workflow and deadlines. A person in this role will need to understand and effectively use the various software applications when completing assignments. He/she is expected to be flexible and able to adjust to various firm and office deadlines. 

Key Responsibilities of the Office Manager position:

  • Supervises the work of administrative staff and coordinates workflow and staffing assignments.
  • Maintains equipment, office premises and office supplies inventory.
  • Provides administrative support to all departments.
  • Handles sensitive and confidential information with discretion.
  • Participates in interviewing potential administrative candidates.
  • Creates training documents and provides training to administrative staff.
  • Organizes weekly management meeting including preparation of agenda, minutes, and meeting packet.
  • Oversees client billing process and assists with ensuring WIP is billed timely.
  • Assists with collection efforts.
  • Oversees and assists with assembly and scanning processes.
  • Applies client payments to Accounts Receivable (AR) accounts into Firm's accounting software system.
  • Makes adjusting entries in the Firm's accounting system with authorization.
  • Participates in the evaluation process of administrative staff.
  • Makes recommendations for hiring, disciplinary, and termination actions for administrative staff for final approval by the Office Managing Principal and the Director of Operations.
  • Keeps all office equipment in good working order. Evaluates needs for purchasing new office equipment and submits proposal.
  • Oversees office maintenance ensuring office area is neat and clean.
  • Orders office furniture as directed.
  • Maintains key storage and building access cards for office.
  • Oversees internal file and storage room maintenance including purging of files according to schedule.
  • Distributes month end WIP and AR reports.
  • Recommends changes to process and instruction manuals as required and assists with updates.

Qualifications Required:

  • Three or more years of administrative experience.
  • Strong MS Office Suite skills and other specialized software required to do the job including ability to learn and utilize QuickBooks.
  • Excellent written and verbal skills.
  • Has an attention to detail, ability to follow directions and procedures, as well as ability to work in a fast-paced time-sensitive environment with frequent interruptions.
  • Ability to apply independent thought process and work on special projects.
  • Ability to prioritize workflow.
  • Experience with office machines including but not limited to facsimile, high speed copier/printer/scanner, printer, scanner, multi-line phone and 10-key.

Preferred Qualifications: 

  • Three or more years of experience in managing an administrative office environment.
  • Prior experience leading or supervising others.
  • Prior experience working in a professional services firm or CPA.

Physical Requirements:

Ability to lift up to 20 pounds, stand and sit for extended periods of time, as well as type/enter data at a keyboard regularly.

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