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Our client, a women-founded boutique CPA firm in Portland, OR is looking for an Office Manager.
The ideal candidate would have 2-3+ years of experience in a similar role in a CPA firm.
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
Our client, a women-founded boutique CPA firm in Portland, OR is looking for an Office Manager.
The ideal candidate would have 2-3+ years of experience in a similar role in a CPA firm.
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