What are the responsibilities and job description for the Office Manager position at Calderone Abbott PC?
Office Manager – Public Accounting Firm
Position Summary
The Office Manager plays a key operational and administrative role within the firm, ensuring the office runs efficiently and supports partners, CPAs, staff accountants, and clients. This position oversees day-to-day operations, workflow coordination, administrative staff supervision, and key compliance and scheduling functions aligned with the needs of a public accounting environment—especially during tax season.
Key Responsibilities
Office Operations & Administration
- Manage daily office operations, ensuring a professional, organized, and efficient work environment.
- Oversee reception, mail, document management, scanning, and secure shredding processes.
- Maintain office supplies, equipment, and vendor relationships.
- Implement and update office procedures to improve efficiency and client service.
Client Services
- Assist clients, ensuring a positive and professional experience.
- Coordinate client document intake, secure file transfer, and delivery of completed returns and reports.
- Support CPAs and accountants with scheduling, document requests, and workflow communication.
Staff Coordination & Workflow Support
- Manage administrative staff, including training, scheduling, and performance oversight.
- Support project management for tax returns and bookkeeping workflows.
Tax Season Support
- Coordinate tax-season workflows including intake, scanning, assembling, and delivery of tax returns.
- Track progress of returns and help maintain production schedules.
- Assist in client communications, reminders, and deadline management.
Financial & Compliance Support
- Assist with billing, accounts receivable, collections, and monthly statements.
- Manage engagement letters, e-signature workflows, and retention policies.
- Maintain compliance with data security requirements and privacy regulations (e.g., IRS Publication 4557).
Technology & Systems Administration
- Serve as liaison with IT provider for system updates, troubleshooting, and cybersecurity requirements.
- Help manage software used in the firm (e.g., QuickBooks, tax preparation software, workflow tools, portals).
Human Resources Assistance
- Coordinate recruiting, onboarding, and orientation for new employees.
- Facilitate internal communications, meeting planning, and team events.
Qualifications
Education & Experience
- Associate or Bachelor’s degree in Business Administration or related field preferred.
- 3–5 years of administrative or office management experience; public accounting or professional services experience strongly preferred.
- Experience with tax or accounting workflows is a plus.
Skills & Competencies
- Excellent organizational and multitasking abilities, especially under deadlines.
- Strong communication and client service skills.
- Proficiency in Microsoft Office Suite; familiarity with accounting and tax software preferred (e.g., CCH, Thomson Reuters, QuickBooks).
- Ability to maintain confidentiality and manage sensitive client information.
- Leadership capability with strong problem-solving skills.
Work Environment
- Full-time position with increased hours during tax season.
- On-site presence typically required due to the nature of client documents and workflow.