Office Administrator

Job Description:

Office Manager _ CPA Firm

The successful candidate will be an energetic professional who multitasks easily and confidently and is experienced in streamlining administrative procedures. The Office Manager oversees the firm’s accounting, human resources, IT, administrative functions, and staff and management support services. The Office Manager is a valued firm management team member and interfaces with the partner group daily.

Location: Woodbury, NY
Work model: hybrid
Salary: 75-85K
Hours: M-F with some overtime and weekends required during peak seasons

Duties Include:
Administration
Develop organizational procedures and systems for firm administration, including maintaining records, document management (physical and electronic), office equipment, and supplies. Responsible for professional subscriptions, enrollments, CPE registrations, and cataloging of CPE hours. Maintain and advance workflow procedures. Interact with vendors and service providers. Responsible for business insurance renewals.

Accounting
Perform bookkeeping duties such as accounts payable and accounts receivable. Maintain time and billing systems. Produce bi-monthly and semimonthly payrolls, monthly and quarterly retainer invoices, and ad hoc invoices. Maintain an auto-pay roster of retainer clients. Responsible for fund transfers from wire/ACH to operating accounts. Produce financial reports as requested.

Support Services
As requested, Formats financial statements. Produces various written communications with taxing authorities, clients, and financial institutions. Produces draft documents and supporting schedules for client review. Incorporates/organizes, acquires EIN, assumed names, and/or dissolutions of client entities. Provides administration support for peer review and inspection cycles, supplements all areas of front office operations, and electronic filing of tax and information returns.

Human Resources
Coordinate benefits enrollment, new employee onboarding, recruiting support, and exit interviews. Act as human resources point person for firm employees with resources. Maintain personnel files and employment records. Responsible for employee benefit enrollments and renewals. Maintain staff PTO and daily attendance records.

IT
Act as the liaison to IT service providers and technicians to ensure the firm’s technology needs are met, our systems are secure, and our professionals can work as efficiently as possible, including remote access. Ensure video conference operations. Update and install software as needed; assign licenses and maintain passwords.

Requirements:

• Comfortable with a fast-paced environment and hard deadlines
  
• Strong organizational skills, ability to juggle multiple tasks and order priorities
  
• Excellent written and verbal communication skills
  
• Advanced computer skills, comfortable with new technology
  
• Proficiency in Microsoft Office suite, QuickBooks
  
  Benefits:
  
• 401(k)
  
• Dental Insurance
  
• Employee assistance program
  
• Health insurance
  
• Life insurance
  
• Paid time off
  
• Vision Insurance