Firm Administrator

Posted 2 months ago

As our success continues, so do the opportunities for our professionals. A career with Stanfield + O’Dell will offer growth and learning opportunities. The firm is small enough for providing you with personal attention, yet large enough to offer you the opportunity to meet your career goals.

We are currently seeking a Firm Administrator. Qualified candidate must have management experience in a CPA firm.

The Firm Administrator will take a lead role in the operations of the administrative department of the firm and is responsible for ensuring the efficient operation of day-to-day activities, including billing and collections, finance, office maintenance, marketing, information technology, and human resources. This position supervises the performance of administrative staff to ensure all administrative positions and procedures are properly documented and followed and that all due dates are being met.

Additionally, the Firm Administrator works directly with the Shareholder group and plays a key role in the future of the firm.  This position assists in developing budgets and firm industry surveys; researches trends in the industry; analyzes and monitors client and department profitability; coordinates the annual performance and compensation review process; recommends improvements to existing systems to enhance productivity; and assists in developing annual IT budget.

Pay and specific job duties commensurate with experience and include the following:

Administration

  • Maintains office manuals and helps implement and monitor procedures
  • Reviews and recommends improvements for administrative systems, procedures and forms
  • Understands and oversees all administrative functions of the firm, including scheduling, processing, and billing
  • Monitors and tracks professional licensing requirements and ensures that firm is current with out of state licenses
  • Schedules and assists in creating and distributing materials for Shareholder meetings
  • Attends Shareholder meetings and prepares minutes for semi-annual retreats
  • Proactively seeks ways to relieve Tax, Audit and CAS staff of administrative/non-billable tasks
  • Monitors client due date system and flags issues for the department leaders to address
  • Coordinates admin and firm staff meetings
  • Manages firm social events and employee/community volunteer opportunities
  • Monitors productivity of administrative staff and assists in annual staff evaluations and goal setting

Financial Management

  • Coordinates the timely preparation of firm’s financial statements
  • Coordinates preparation and ensures timely filing of the firm’s tax returns
  • Assists in developing budgets and projections and firm industry surveys
  • Researches trends in the industry and communicates with owners
  • Manages and approves accounts payable and signs checks
  • Reviews and approves expense reports for accuracy and receipt substantiation
  • Reviews and approves online payroll processing
  • Develops and maintains financial and practice management reports as requested
  • Maintains monthly record of staff billable vs. non-billable hours
  • Renews firm’s insurance policies, including liability and worker’s comp
  • Establishes billing rates for all staff
  • Oversees client write downs and receivable allowances
  • Analyzes and monitors client and department profitability
  • Reviews client satisfaction surveys and suggest areas for improvement

Human Resources/People Management

  • Maintains employee manual and updates policies in accordance with applicable employment laws and guidelines
  • Creates and maintains personnel files
  • Develops and maintains job descriptions for all personnel
  • Coordinates the annual performance and compensation review process as well as employee separation procedures
  • Negotiates and administers employee benefit programs, reviews and evaluates benefits annually, makes recommendations to ensure benefits are competitive
  • Assists Shareholders with recruitment efforts and provides input on staffing needs
  • Coordinates new employee orientation

Marketing/New Business Development

  • Ensures consistent branding of firm in all firm marketing materials, RFPs and external documents
  • Oversees marketing coordinator to ensure firm marketing materials and website are up-to-date and newsletters are timely issued with appropriate content
  • Researches trends in the CPA profession

Facilities

  • Supervises office maintenance to ensure a neat, clean, professional appearance
  • Works with IT Administrator on purchase or lease of office equipment and vendors contracts
  • Coordinate purchase of office furniture and plans and directs office moves and renovations
  • Serves as liaison with building maintenance
  • Coordinates purchasing office and kitchen supplies
  • Ensures physical office security

Information Technology

  • Stays abreast of trends in office automation and recommends improvements to existing systems to enhance productivity
  • Assists in developing annual IT budget
  • Oversees paperless file management solution (CCH) including training and support

REQUIRED SKILLS

  • Outstanding professional leadership, people management and mentoring skills
  • Ability to resolve conflict and effectively deliver constructive feedback
  • Courage to be open-minded and receptive to constructive feedback
  • Outstanding project management, analytical, and organizational skills
  • Ability to understand technical and financial information
  • Outstanding verbal and written communication skills
  • Ability to quickly adapt to changing client and business dynamics with strategic and innovative solutions
  • Understanding of high level of confidentiality in firm and client dealings 

REQUIRED EDUCATION AND KNOWLEDGE

  • Must have management experience in a CPA firm
  • 5+ years’ experience in office administration and human resources
  • Bachelor’s degree in management, accounting or human resources
  • Proficiency in Microsoft Office software programs
  • Experience with CCH Practice Management and Document software