Posted on: January 31, 2018 • Category: Office
No. of Jobs: 1
Job Type: Full-Time
Pay Type: Salary
Education: High School
Phone 1: 712.262.2227
Spencer, Clay, IA 51301
As a confidential office assistant under limited supervision, the Office Manager is responsible for communicating and coordinating the various activities of our office; maintenance of the filing system and room; in coordination with the COO developing new and improved office procedures; meeting and receiving clients; monitoring company deadlines for insurance, state and federal agencies; working with other office personnel to coordinate and process workflow, maintaining various company files and keeping management informed on companywide activities. Reporting Relationships: This position reports to the COO and President. Authority: The Office Manager is granted sufficient authority from the Board of Directors to accomplish her assigned duties. DESIRE TO LEARN: As employees become more familiar with their position and the workload increases, support staff often assume additional responsibilities. The Office Manager needs to be able to learn new things to provide as much assistance as possible to the other staff. In addition, technology is ever changing and will continue to change at a rapid pace. This person needs to be able to adapt well to this changing environment. FLEXIBLE and WILLING TO WORK HARD: The Office Manager will be called upon to perform a wide variety of functions. Therefore, flexibility in professional skills and willingness to assume tasks that may not fall specifically within the scope of the job description are important. This position requires that the individual take a great deal of pride in producing timely, accurate work while adhering to company policies. ABILITY TO ESTABLISH WORK PRIORITIES: This person must be able to balance demanding workloads and complete tasks in their order of importance. This is of importance when you may be responsible to several different personalities. SENSE OF DISCRETION: This person must possess the maturity to understand the sensitivity of the information and use discretion when discussing client and company matters. OTHER SKILLS: This person must have, -The ability to accurately input and retrieve information from a computer. -The ability to represent our company in a positive manner to employees, clients and the public. -An enthusiastic and energetic attitude regarding performance of assigned duties and responsibilities. -A thorough knowledge of office procedures, telephone techniques and office equipment, as well as correct English usage, grammar, and punctuation. -The ability to accurately record meeting notes. -The ability to efficiently organize an office and maintain confidentiality of sensitive matters. -The ability to see problems and make suggestions for improvement. -The ability to present themselves in a professional manner. The statements contained herein reflect general details as necessary to describe the essential functions, job duties / responsibilities and performance expectations of this job, which should not be considered an all-inclusive listing of work requirements. The individual may be asked to perform other duties as needed.
Basic Responsibility: The Office Manager’s basic responsibility is to insure accurate financial information preparation as well as organizational support is provided in an efficient and accurate manner. Because this position has access to sensitive company information, it is an essential responsibility to protect the confidentiality of this information. Essential Duties / Responsibilities: Please find below a table listing the responsibilities that are part of the Office Manager’s job. The table breaks down the responsibilities in three different categories; Constant, Frequent; and Occasional. Constant can be described as responsibilities encountered on a day-to-day basis. Frequent can be described as responsibilities encountered on a weekly, monthly or whenever needed basis. Occasional can be described as responsibilities that will not be performed on a regular basis but will be required from time to time. % of Time Specific Tasks / Assignments or Responsibilities: Constant -Oversee filing of office documents. -Oversee status of office work on a daily basis- Is everything completed? -Review company lists and update as necessary. -Administer / process MBI accounting. -Cover the phones. -See that personnel files are properly maintained. -Weekly payroll, payables and accounts receivable processing. -Monthly invoicing. Frequent -Assisting with assembly of financial statements. -Provide weekly reports to President and PM’s. -Screening sales representatives. -Make sure Corporate Books are up-to-date. -Attend interoffice meetings and keep notes. -During absence of staff, distribute material requiring attention to the appropriate personnel. -Ordering of office supplies and / or equipment. -Updating software program as needed. -T&M / crane job invoicing. Occasional -Training office staff on usage of copier, phone system, and other office equipment. -Assisting new employees with office procedures and new hire paperwork. -Ordering of appropriate materials for taxes, forms etc. -Make sure new hire packets are up-to-date. -Track employee anniversary dates for insurance, 401K, etc.
Requirements: Education: High School Diploma minimum, prefer some higher-level education; business or accounting related course work. Work Experience: Experience running support services in a professional office. Previous construction office experience a plus. Skills: Strong number aptitude, detail oriented, computer proficiency. Strong organizational and long- term planning skills. Professional demeanor. Ability to work well with customers, co-workers and vendors. Physical: This position requires sitting, writing or typing for long periods of time. It requires carrying file folders to and from the file room. It requires reaching and bending to file and remove files. Mental: The position requires the ability to handle moderate stress. It requires the ability to clearly communicate in English. This includes reading, writing and speaking. It requires a strong number aptitude and attention to detail. Working Conditions: Normal work conditions are a temperature controlled, well-lit and well-maintained office. There may be occasions when the employee must travel to banks, the post office or client’s offices. This may be done during inclement weather. Hours: Annual hours are not expected to exceed 2,200. Normal working hours are 8 a.m.-5 p.m. with a 1-hour lunch period from noon to 1 p.m. M-F. Occasional added work hours may be required to meet a specific deadline. Measures of Performance: The COO and President will measure the Office Manager’s performance. Measurement will be based on how well each of the duties and responsibilities are handled.