Firm Administrator / Office Manager

FIRM ADMINISTRATOR / OFFICE MANAGER
West Des Moines, IA


About Us:
Kiesling Associates LLP was founded in 1952 to provide accounting, tax, and financial services to the business community. Our clients include telecommunication companies; electric, gas, and water companies; school districts; municipalities; manufacturers; and a variety of other businesses. For more information about our firm please visit our website at www.kiesling.com

About the Position:
We are currently seeking a Firm Administrator. This individual is responsible for a wide range of activities with involvement in all phases of administration, personnel, finances, facilities and marketing. They are also responsible for planning, organizing, directing, and controlling the day-to-day operations of the firm and for directing the implementation of firm policies.

Essential Functions:

Administration:
* Controls office workflow to regulate and maintain a balanced workload for administrative staff with minimum overtime.
* Standardizes office procedures, systems, and forms. Recommends system revisions and implements new forms and procedures as necessary.
* Maintains an efficient filing system for client and administrative files.
* Schedules and assists at partner meetings and retreats. Prepares and distributes agendas and minutes.
* Evaluates and reviews coverage comparisons for all insurance annually and recommends appropriate revisions.
* Schedules and arranges all firm social events.
* Directs preparation and maintenance of office procedures manual and implements and monitors procedures.

Personnel/Training:
* Recruits, interviews, and hires candidates for administrative positions.
* Assigns responsibilities to and supervises the administrative staff; develops training programs and career paths for administrative staff; reviews performance and determines compensation program for administrative staff.
* Prepares recruiting literature and coordinates recruiting programs.
* Assists management in interviewing other personnel if requested including professional staff and supervision of the firm’s recruiting activities.
* Administers all employee benefit programs. Recommends revisions to maintain a competitive compensation and benefits package. Negotiates contracts with benefit vendors to provide maximum benefits at lowest cost.
* Directs new employee orientation program.
* Supervise the HR staff to maintain balance between internal and external work.
* Maintains personnel files with current information.
* Assist and monitor the personnel evaluation system.
* Maintains personnel manual in accordance with applicable employment laws and guidelines. Updates personnel policies. Prepares and/or coordinates preparation of job descriptions. Communicates and interprets policies to all employees.
* Functions as a communication link between staff and management.
* Coordinates the firm’s CPE program including:
- Monitoring license requirements and determining whether staff members are in compliance.
- Registering staff members for CPE programs.
- Maintaining firm in-house training records.
- Coordinating in-house curriculums and training seminars.

Finance:
* Performs all controllership functions, including approving all expenditures, signing checks, monitoring cash flow, and accounts receivable.
* Monitor interoffice allocations.
* Prepares firm operating and capital budgets; directs spending of approved budgeted items. Includes:
- Technology budget
- Cash flow budget
- Financial budget
* Supervises internal accounting functions and procedures including preparation of firm’s monthly and annual financial statements and tax returns.
* Supervises the creation of documents that are provided to partners and managers with periodic financial and practice management reports as requested.
- Flash reports on accounts receivable management
- Staff chargeability and realization
- Partner measurement reports
* Develops and maintains control over purchasing of equipment and supplies.
* Acts as liaison with banks on lines-of-credit.
* Assists with collection of overdue accounts.
* Reviews employee time sheets and expense reports for propriety and substantiation.
* Supervises time and billing system. Monitors timely preparation of billings.

Facilities:
* Supervises office maintenance to achieve a neat, clean, professional appearance.
* Supervises selection, purchase, and coordination of office furniture and accessories.
* Supervises the development of technology hardware and software.
* Analyzes space utilization and recommends revisions as needed; plans and directs office moves and renovations.
* Negotiates office leases for approval by partners.
* Serves as liaison with building maintenance contractors, responsible for physical operation of the facility.

Marketing/Public Relations/Business Development:
* Develops and maintains a coordinated image for firm’s printed materials.
* Assists marketing personnel with development, implementation, and maintenance of various marketing materials and activities.
* Assists with development of strategic and marketing plans.
* Assists with development of marketing program.
* Manages newsletter process.
* Keeps a cross-selling matrix up to date on what services are offered and who is in charge of each service.
* Handles convention schedules and monitors performance and feedback from conventions.

Quality Control:
* Supervises quality control aspects of the firm including:
- Inspections completed in an organized and timely manner.
- AICPA and PCAOB quality reviews.
- Distributes training aids.
- Follows up on research.

Qualified candidates must have at least 3 years of experience (accounting or other professional service industry experience is desired) and a Bachelor’s degree (business administration or related field is desired) or equivalent work experience. Knowledge of CaseWare is a plus.

Location:
This opportunity is located in beautiful West Des Moines, Iowa. For the right candidate, we would provide relocation assistance.

Compensation:
We offer an excellent compensation package. Salary is based on experience. For the right candidate, we would provide relocation assistance.

How to Apply:
If this opportunity sounds right for you, please e-mail your resume and a cover letter describing you and your previous experience to [Click here for email]






Keywords:
Firm Administrator, Office Manager, Controller, personnel management, professional services
REQUIREMENTS
Qualified candidates must have at least 3 years of experience (accounting or other professional service industry experience is desired) and a Bachelor’s degree (business administration or related field is desired) or equivalent work experience. Knowledge of CaseWare is a plus.