Office Manager

General Summary:

Supervises office activities to achieve required performance outcomes. Develops and implements office plan and

budget. Supervises some accounting functions to include A/R and bank deposits. Develops procedures and

policies for office activities, such as data entry, filing, records maintenance, typing, word processing, faxing and

mail distribution. Ensures the maintenance of office equipment and supplies. Ensures office team is fully staffed

and trained. Is dedicated to helping all team members succeed. Serves as the bookkeeper in smaller operations.

To qualify for employment individuals must meet the basic qualifications and be able to perform the required

competencies. Reasonable accommodations may be made to help people with disabilities perform in this position.

Required Competencies:

STAFFING

• Effectively recruits for administrative team with Director of Human Resources.

SUPERVISION

• Oversees the quality of work done by administrative team.
• Provides direction and training as needed.
• Uses appropriate levels of discipline with team members when required.
• Holds team members accountable.
• Embraces and monitors team adherence to company policies and procedures.

LEADERSHIP

• Commands respect from employees and customers.
• Exercises good judgment under normal and pressured situations.
• Sets example that encourages employees to go the extra mile.
• Places ethics above personal or company gain, at all costs.
• Makes tough, unpopular decisions in favor of doing the right thing.

COACHING

• Conducts regular performance reviews.
• Focuses team members on achieving stated goals.
• Recognizes and reinforces performance achievement and improvement.

MATERIALS AND EQUIPMENT

• Oversees maintenance needs of office equipment.
• Ensures proper use of office equipment and materials.

RECEPTION

• Serves as back-up for incoming telephone calls.
• Takes messages and forwards calls to appropriate coworkers.

FILING AND RECORDKEEPING

• Prepares customer account records.
• Creates and maintains customer files.
• Prepares and processes personnel files and paperwork.

BOOKKEEPING

• Enters data concerning payments received and services rendered.
• Receives and records customer payments and oversees preparation of the bank deposit.
• Processes billing statements.
• Approves time cards for payroll in a timely manner.
• Oversees purchase requisitions and processes payment invoices for services and supplies.

COLLECTIONS

• Communicates with customers and other administrative personnel concerning overdue balances.

ADMINISTRATIVE SUPPORT

• Types memos and correspondence.
• Prepares and maintains various reports concerning operational performance.

SALES SUPPORT

• Interfaces effectively with sales team.
• Supports sales effort and makes sales when needed.

OTHER

• Performs other duties as required.

Required Performance Outcomes:

• Phones answered within 3 rings
• Information about and from customers accurately recorded
• Services scheduled to maximize productivity while meeting customer expectations
• Hard copy records organized and complete
• 90% of A/R within 30 days
• Customer payments posted daily
• Bank deposit prepared daily
• A/P recorded accurately
• Expenses within budgeted levels
• 90% employee retention
• Open positions filled within 30 days
• Effectively uses IPM System

Basic Qualifications - Required:

• Read, write, speak, and comprehend English
• At least 18 years of age
• Legal to work in the U.S.
• Possess high school diploma or G.E.D.
• Reliable transportation to and from work
• Available to work required days and times
• Free of any illegal drug use

Basic Qualifications - Preferred:

• 2-year college degree
• Two years experience in administrative leadership role

Preferred Credentials/Certification(s):

• MCP (Microsoft Certified Professional) or other MS certification

Required Knowledge:

• Reading, writing, and speaking English, and basic mathematics
• Communication technologies such as Nextel, e-mail, web
• Organizing and prioritizing tasks and time
• Common business software (word processing, spreadsheets, e-mail, web)
• Computer handheld technology
• Recruiting, screening, and interviewing administrative and customer service people
• Managing administrative budgets and expenses
• Developing and coaching administrative and customer service people
• Managing administrative labor and work flow

Required Skills:

• Reading, writing, and arithmetic
• Organizing and managing time
• Getting results through others
• Staffing, training, coaching, and counseling
• Preparing and facilitating classroom training
• Managing expenses to a budget
• Receiving incoming customer calls
• Data entry and database management
• Scheduling services using Pestpac software
• Basic accounting functions

Required Physical Abilities:

• Sit, stand, walk, hear, touch, talk, write, type, crouch, see close up and far away, use computer monitor and keyboard, and lift and carry up to 20 pounds.