JOB SUMMARY: (What is done and why.)
The Office Manager performs a variety of accounting, human resources, and general administrative tasks.
ESSENTIAL FUNCTIONS: (Majority of duties, but not meant to be all-inclusive nor prevent other duties from being assigned as necessary.)
Accounting and Financial Management
Ensure that accurate, complete, and timely financial transaction data is entered into QuickBooks accounting software.
Manage preparation and finalization of monthly and annual financial reporting materials. Review reports for reasonableness and analyze variances.
As requested, prepare and analyze monthly Finance Committee and special reports for the Executive Artistic Director and department heads.
Prepare manual invoices and track receivables. Contact customers directly or work with relevant Smirkus staff to collect past due payments.
Monitor accounts payable and schedule vendor payments in consultation with the Executive Artistic Director. As necessary, make unscheduled payments.
Manage monthly tuition reports from department staff entering appropriate data into Quickbooks. Manage seasonal accounting entries for ticket sales, and Tour and Camp Sales receipts.
Work with auditors to maintain Smirkus' Asset List. Provide them with details of asset additions and disposals.
Help to develop and maintain the Company's budget, financial forecasts, and cash flow projections in conjunction with the Executive Director and other department heads.
Develop and monitor the Admin. department budget.
Oversee the annual audit and respond to auditors' requests for information as necessary.
Recommend and participate in ensuring compliance with all business and financial policies and accounting practices.
Participate, as requested, with the Board's Finance Committee.
Review financial contracts relating to insurance, human resources, and information technology, and make recommendations for adoption or improvement.
Manage all aspects of payroll and employee benefits. This includes preparing the bi-weekly payroll for Paychex, tracking all benefits, and resolving any problems.
Oversee all aspects of new employee intake.
Process employee departures: calculating final pay; offering COBRA benefits; preparing documentation for an exit interview. Administer COBRA benefits as necessary.
Handle annual insurance (property, Inland Marine, liability, Directors, Workers' comp) and employee benefit plan (health insurance, SIMPLE) renewals. This includes updating employee classifications and insurance valuations, and preparing annual Workers' Compensation audits.
General Office Administration
Maintain control and issuance of Company credit cards.
Ensure that all physical and digital filing systems are maintained and kept up to date.
Recommend purchase of office equipment as needed.
Provide back-up support for company databases and, as requested, enter and reconcile data and prepare reports.
Perform other necessary support services and administrative tasks, including filing.
In collaboration with relevant staff, develop, implement and maintain office policies and procedures. Recommend and implement process improvements, as approved.
Supervision is received from the Executive Artistic Director.
KNOWLEDGE AND EXPERIENCE: (Minimum education, experience, technical and communication skill levels and licenses/certificates normally required to perform the duties of this position.)
Minimum of 4-5 years of progressively more responsible work experience in an accounting or business office environment.
Bachelor’s Degree in Business or Accounting preferred; appropriate experience may be substituted.
Experience processing payroll.
Knowledge of accounting principles, techniques, and procedures.
Good organizational skills and an ability to handle competing priorities.
Excellent customer service skills.
Very good oral and written communication skills.
Solid understanding of MS Office applications, Google Drive and Dropbox; QuickBooks Online experience preferred..
Accuracy and attention to detail.
Ability to work independently
WORKING CONDITIONS: (Typical working conditions associated with this type of work and environmental hazards, if any, that may be encountered in performing the duties of this position.)
Work is primarily in an indoor office setting, with the option of a hybrid onsite/remote arrangement. This position will need to be at Smirkus Headquarters 1-2 days per week, and may be required to be in-person 4-5 days per week during the month of June. Some travel may be required during the summer season.
The successful candidate must pass a background check.
PHYSICAL DEMANDS: (The physical effort generally associated with this position.)
Work involves standing, walking, bending, kneeling, reaching, stooping, hearing, and communicating effectively. Work may include occasional pushing, pulling, or carrying equipment. May be requested to drive locally for pick up, deliveries, etc.
This position is currently accepting applications.