Job Description

Our client, a women-founded boutique CPA firm in Portland, OR is looking for an Office Manager.

The ideal candidate would have 3+ years of experience in a similar role.

Benefits

Medical and Dental insurance

PTO and Holidays

Company paid parking or transit pass

Hybrid 2-3 days in office

Responsibilities

Human Resources:

• Hiring – posting open positions, interfacing with recruiters, screening resumes & cover letters, interviewing candidates
• Onboarding new employees – paperwork, computer/office setup, introductory meeting
• Offboarding terminated employees – paperwork, exit interview, revoke access to computer/software
• Payroll – processing payroll on Paychex website, entries in QuickBooks, issuing SEP checks
• Benefit Oversight – Medical plan, SARSEP plan, Flexible spending account, Long Term Disability Ins
• Manage Vacation Calendar and keep track of employee PTO accrual and usage
• Best Practices – make sure we are compliant with current employment laws, mandatory postings, update documents/policies as necessary
• Maintain employee files
• Pull reports for employee reviews, participate in partner meeting to prepare reviews, write up reviews
• Assist with training and oversight of front desk position

Billing/Accounts Receivable:

• Pull billing reports (WIP, A/R)
• Pull invoice drafts, make revisions and finalize
• Maintain, add and update billing codes, employee billing rates and expenses in OTP
• Send past due billing statements monthly
• Follow up to collect on unpaid balances
• Process payments – post to OTP and QuickBooks

Bookkeeping/Accounts Payable:

• Review bills paid
• Pay and reconcile credit card statement, QB entries
• Adjusting journal entries in QB as needed

Firm Accounting:

• Reconcile bank statements
• Assist in gathering info for firm tax return/work papers
• Assist with Firm 1099 mailing list
• Prepare Firm Personal Property Return

Administrative Functions:

• Back up on phones and other functions for front desk
• Assist with processing and delivery as needed
• Oversee work flow for front desk and help prioritize as needed
• Assist with mailing of newsletters and holiday cards
• Order and coordinate delivery of client holiday gifts and other gifts as needed
• Sign employees up for CPE courses
• Plan and coordinate firm holiday and other events (tax day celebrations, Top golf …)
• Do research and make purchases for bigger ticket office items (printers, scanners …)

Firm Management and Planning:

• Pull reports from OTP for partners and staff meetings as needed
• Participate in firm planning meetings with partners as needed
• Assist with preparation for annual processes and quality control meetings – update materials, coordinate handouts, keep attendance log, issue CPE certificate
• Interface with vendors
• Make sure firm subscriptions (print, on-line and software) and licenses get renewed and are up to date
• Help with any special projects as needed
• Gather info for Peer Review & submit info on-line

IT Functions:

• Interface with Andrej on any IT issues
• Download software as needed
• Help trouble shoot work station/software issues

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