Office Manager

Job Description

Job Description

About Civil Design, Inc.

CDI is a vibrant, passionate, and growing locally owned company located in Brookings, SD. CDI strives to be one of the leading civil engineering firms in the Midwest by providing clients with expertise, value, and the latest technology. From concept to completion, we provide exceptional service and work closely with both clients and contractors to achieve an outstanding constructed product for the client, public, and environment to enjoy for years to come. We believe open and effective communication is the key to any successful project.

CDI provides a range of engineering services including transportation design, municipal design, structural design, site design, athletic site design, surveying, planning services, construction administration services, and our firm’s undeniable niche in the railroad industry.

Employee Benefits

Competitive wage

Medical, Dental, & Vision Insurance

Life Insurance

401k Retirement with Company Match

Paid Holidays and Generous Paid Time Off

Professional Development & Training Opportunities

CDI Apparel-Wear

Job Summary & Responsibilities

Seeking a full-time Office Manager in Brookings, SD. The position performs a wide variety of complex administrative, financial, and secretarial duties under minimal supervision. The Office Manager works with staff and clients under the direction of the Managing Partners.

Under the direct supervision of the Managing Partners, the Office Manager is responsible for day-to-day administrative operations of the office including greeting, clerical, accounting, payroll, client invoicing, general HR, new hire orientation, and other duties as assigned and / or deemed necessary. A primary responsibility is that of relieving the Managing Partners of administrative responsibilities by performing duties as identified, often requiring the use of prudent judgment and discretion.

Welcomes visitors in-person or over the telephone, determines the nature of the business and directs appropriately.

Maintains general ledgers, process payroll and benefits, accounts payable and receivables. Analysis of computer-generated data, prepare monthly reports and quarterly payroll taxes, state tax forms, profit and loss statements, and annual cost reports. Make bank deposits, reconcile bank statements.

Employee benefits coordination (401K, insurance, workman’s compensation, etc.) and maintaining confidentiality of sensitive data.

Make recommendations on improved office procedures and policies; assists Managing Partners with special projects, such as gathering and tabulating data, research issues, preparing reports, coordinating grants, and processing of contracts and agreements.

Administer the hiring process including background check and drug screening, verify completion of required hiring forms (W-2, I-9, E-Verify, insurance and 401K applications, and orientation procedures of new employees to make them well-versed with the office policies, procedures, and equipment.

Contact Clients regarding outstanding balances.

Coordinate and prepare information required by accountants. Provide information to auditors as required and coordinate data as required.

Establishes and maintains inter-related filing system records and files a variety of information; completes a variety of forms and post financial, statistical, and personnel information to records.

Forecast revenues, expenditures, and year-end balances.

Operate computers to generate draft and final materials; review and check documents, records, and forms for accuracy, completeness and conformance to applicable rules and regulations; operates a variety of office equipment for the purpose of entering and retrieving information.

Independently composes correspondence, memoranda, reports and minutes from marginal notes or general oral and written directions; organize, prepare and copy booklets, brochures, and other training materials.

• Staying up to date in industry standards by continuing education, participating in workshops, and continually learning about new office management procedures.

Purchase office supplies and equipment as necessary, as recommended and approved by the Managing Partners.

Screen, sort and distribute incoming mail; prepare outgoing mail and special packages.

Qualifications

Requires 5 years of experience in staff support with administrative duties to include bookkeeping and payroll functions preferred.

Associate’s degree, Bachelor’s degree, or equivalent, minimum, with proof of diploma required. Precedence will be taken for those with a Bachelor’s degree in accounting or business administration with an accounting concentration from an accredited technical college or university.

Basic computer skills and familiarity with Microsoft Office 365 products are essential. Proficient in the use of accounting software.

Demonstrable knowledge of bookkeeping, payroll, and office practices and procedures.

Knowledge of modern office administration, record keeping practices, correct English usage, spelling, grammar and punctuation, principles of letter and report writing, and basic use of office equipment.

Ability to carry out assignments with minimal supervision, prepare reports with accuracy and speed, make mathematical calculations with speed and accuracy, meet the public with tactfully and courteous answers to questions in person and over the telephone.

Self-motivated team member with a positive attitude and ability to multi-task and establish priorities.

Excellent written and verbal communication skills.

High level of organization and ability to multitask to complete a wide variety of tasks.

Strong attention to detail to ensure tasks are completed thoroughly and accurately.

Must have permanent authorization to work in the United States.

Possession of a valid driver’s license.

Ability to work in a typical office environment; occasional sitting, standing, walking, and frequent typing. Hand eye coordination is necessary to operate computers and other office equipment.

Employee must occasionally lift and / or move up to 25 pounds.

Contact us today to learn more about the Office Manager position.

Opening Date : January 27, 2025

Closing Date : March 7, 2025

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