Office Manager

Position Title: Office Manager
Classification: Project Support II
Department: Admin
Category: Hourly
Last Revised: June 4, 2018


Position summary:

Manages office functions as assigned and provides clerical, bookkeeping, and project support.


Duties and Responsibilities:

  • Will work with the surveying group, engineering group, support services, and administrative group as directed.
  • Works with the Coffey staff and clients in a way which will promote the goals of team work, client satisfaction, continual company improvement, and profitability.
  • Will follow established company procedures.
  • Will provide clerical support as needed and directed.
  • Will prepare written technical reports and project proposals as needed or assigned.
  • Participate as needed in other departments as needed or directed.
  • Will assist with Accounts Receivable including aging and collections. Applies payments and prepares bank deposits.
  • Responsible for the preparation and distribution of invoices and monthly statements.
  • Will assist with Accounts Payable and bookkeeping.
  • Responsible as the software controller of the accounting software and computerized bookkeeping functions.
  • Reconciles bank statements and Petty Cash. Debits, credits, and totals accounts. Prepares information for the firm’s CPA.
  • Prepares and calculates data for management reports and budgets.
  • Processes information for time entry, payroll, and client charges.
  • Complies with federal, state, and company policies, procedures, and regulations.
  • Performs multi-functional tasks as the manager may deem necessary including clerical duties such as copying, filing, handling routine correspondence, document preparation, answering telephones and general office organization.

Attributes:

  • Complex Problem Solving – Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
  • Critical Thinking – Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
  • Active Listening – Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
  • Systems Analysis – Determining how a system should work and how changes in conditions, operations, and the environment will affect outcomes.
  • Writing Ability – Must be capable of assisting in the preparation of technical reports and proposals with minimal supervision.
  • Organization – Has high level organizational skills
  • Independence – Must work independently at times

Personal Strengths:

  • Comprehension/Expression – The ability to listen, to understand, and to communicate information and ideas through a variety of techniques and processes.
  • Ability to function as a team player.
  • A self starter
  • Familiar with bookkeeping terminology
  • Detail oriented
  • Organizational skills

Experience & Education:

  • 3 to 5 years business/industry experience.
  • Valid Driver’s License and clean driving record
  • Associates degree in business, accounting, or applicable work experience desired.

Physical Requirements:

  • The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job.
  • While performing the duties of this job, the employee occasionally works in outside weather conditions, possibly for extended assignments.
  • The noise level in the office work environment is usually moderate. The noise level on the construction site is often loud.
  • Must be capable of climbing stairs.