Classification: Full-Time
Reports to: Managing
Partner
Supervises: Administrative
Staff
Summary of Responsibilities:
The Firm Administrator position encompasses a wide range of
activities with involvement in all phases of administration, personnel,
finances, facilities, and marketing. The
Firm Administrator puts the Firm?s needs first and works closely with the
Partners on firm-wide policy setting, problem solving and decision making. The Firm Administrator is 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:
Personal/Dispositional Abilities
The Firm
Administrator will have a high energy level; be adaptable to changes; progress
professionally; provide solutions; conduct themselves in an ethical,
trustworthy manner; consistently increase skills and knowledge; understand and relate
to others; and be dedicated to the Firm and its success.
Administration
1. Researches and recommends purchase, lease or rental of
necessary office equipment. Negotiates
contracts with vendors.
2. Stays abreast of trends in office automation and recommends
improvements to existing systems to ensure the utilization of the most cost
effective equipment.
3. Maintains an efficient filing system for administrative
files.
4. Assists and takes minutes at partner meetings. Distributes relevant material to be discussed.
5. Evaluates and reviews coverage comparisons for all
insurance annually. Recommends
appropriate revisions.
6. Schedules and arranges all firm social events.
7. Directs preparation and maintenance of office
procedures manual and implements and monitors procedures.
Personnel
1. Recruits and interviews candidates for administrative
and professional positions.
2. Supervises the administrative staff; reviews
performance.
3. 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 costs.
4. Directs new employee orientation program.
5. Maintains personnel files with current information.
6. Monitors personnel evaluation system.
7. Maintains personnel manual in accordance with
applicable employment laws and guidelines. Updates personnel policies. Prepares/coordinates preparation of job descriptions. Communicates and interprets policies to all
employees.
8. Acts as backup to front desk personnel when they are
either short-handed or on a tax deadline day.
Finance
1. Performs most controllership functions, including
paying all expenditures, monitoring cash flow, and accounts receivable.
2. Prepare internal accounting functions and procedures,
including preparation of firm?s monthly and annual financial statements and tax
returns; prepare semi-monthly payroll and related reports and returns; ensure
that all payroll taxes are paid on a timely basis.
3. Provides Partners with periodic financial and practice
management reports as requested.
4. Develops and maintains control over purchase of
equipment and supplies.
5. Acts as liaison with banks on line-of-credit and
accounts.
6. Assist with collection of overdue accounts.
7. Reviews employee time sheets and expense reports for
propriety and substantiation.
Facilities
1. Supervises office maintenance to achieve a neat, clean,
professional appearance.
2. Supervises selection, purchase, and coordination of
office furniture and accessories.
3. Analyzes space utilization and recommends revisions as
needed; plans and directs office moves and renovations.
4. Serves as liaison with building maintenance
contractors; responsible for physical operation of facility.
Marketing/Public Relations
1. With proper direction, coordinates and monitors all
approved marketing projects to assure project effectiveness and timeliness.
2. Coordinates and provides staff support for all
marketing communications and presentation materials, including brochures and
literature, newsletters, direct mail pieces, and any other materials.
3. Through appropriate news releases, apprises the media
of newsworthy developments.
4. Maintains necessary files and records to coordinate and
monitor Firm?s marketing activities.
5. Coordinates the establishment and maintenance of
computerized marketing mailing lists.
6. Handles marketing-related calls and correspondence from
outside the Firm.
7. Handles all arrangements for firm-wide marketing
events.
8. Assists officers in their marketing activities and
projects.
9. Serves as a liaison with all outside consultants in the
areas of marketing, advertising, and public relations.
10. Coordinates all marketing-related training programs.
Other
Functions
1. Supervises the firm library, including organization and
cataloging.
2. Maintains professional license records and CPE records
for professional staff, and files necessary reports.
3. Relieves Partners of administrative responsibilities as
requested.
4. Acts as liaison between Firm and Financial Services
advisor and his administrative assistant; prepares payroll for administrative assistant;
provide partners with records and reports related to Financial Services office
when requested.
5. Performs other such duties as may be assigned.
Education,
Experience and Skills Required:
1. Working knowledge of manual and automated accounting
systems, well-developed financial analysis capabilities, and demonstrated
ability to manage microcomputer operations and applications.
2. Well-developed interpersonal skills. Ability to get along well with diverse
personalities; tactful, mature, and flexible.
3. Ability to operate independently and ?self manage?
projects.
4. Sound administrative skills. Well-developed management skills.
5. Ability to establish credibility and be decisive, but
able to recognize and support the partners? preferences and priorities.
6. Results and profit oriented with the ability to balance
other business considerations.
7. Strong analytical and reasoning abilities.
8. Participative management style, advocates team concept.
9. High energy level, comfortable performing multifaceted
projects in conjunction with normal activities.
10. Superior numeric skills.
11. Excellent written and verbal communication skills.
12. Ability to operate a computer and all general office
equipment.
Working
Conditions:
1. Occasional same day travel for meetings or to attend
seminars using a personal vehicle.
2. Frequent overtime required throughout the year. Heavy overtime required from January to April
15, may be in excess of 45 hours per week.
Safety Hazards
of the Job:
1. Minimal hazards. General office working conditions.
Other Duties
As Assigned:
This job description does not list all the duties of the
job. The firm administrator may be asked
by managers or partners to perform other instructions and duties. The firm administrator will be evaluated in
part based upon the performance of the tasks listed in this job description.
Management has the right to revise this job description at
any time. The job description is not a
contract for employment, and either you or the employer may terminate
employment at any time, for any reason.
