Office Supervisor

Job Overview:

SSC Advisors, Inc. and SSC CPAs P.A. are dynamic, employee-owned public accounting firms seeking an Office Supevisor to join our Overland Park office. As an Office Supervisor, you will be responsible for overseeing the daily administrative operations of the office, ensuring that all processes are executed efficiently and align with our Firm standards. The role includes supervising administrative staff, managing office supplies, ensuring workflow continuity, and maintaining a professional work environment. The Office Supervisor will also support executive staff and engage with clients to foster strong business relationships.

Key Responsibilities:

Administrative Leadership:

·         Direct and coordinate all administrative duties in the office and ensure operations run smoothly without interruption.

·         Implement office policies and procedures, and ensure they are followed by staff.

·         Supervise daily administrative activities and guide administrative staff as needed.

Office Management:

·         Manage office supplies inventory and place orders as necessary.

·         Coordinate with the IT department to ensure all equipment is in working order.

·         Arrange regular maintenance and ensure that safety regulations are followed.

Office Scheduling:

·         Oversee scheduling for holidays, internal Continuing Professional Education (CPE) sessions, and staff meetings.

·         Ensure sufficient office coverage during operating hours across all seasons.

 Office Process Oversight:

·         Participate and assist with Audit related tasks with the direction of the Manager of Administrative Services

·         Maintain regular communication with Client Accounting Services to manage deliverables effectively.

Human Resources Support:

Manage staff schedules, vacation requests, and sick leaves, always ensuring adequate coverage.

·         Assist in the recruitment, onboarding, and training of new administrative staff.

·         Oversee and conduct performance evaluations regularly, providing feedback and coaching to staff members.

Client and Executive Support:

·         Serve as the point of contact for executive support tasks and oversee the organization of executive meetings and appointments.

·         Maintain client files and manage client communication, ensuring all client interactions are handled timely and professionally.

·         Prepare reports and presentations for stakeholder meetings as needed.

Process Improvement:

·         Regularly review and recommend improvements to operational systems, processes, and best practices.

·         Participate in the planning and execution of special projects and initiatives.

·         Continually assess and recommend enhancements to operational systems, processes, and practices.

Deliverable and Tax Process Management (Reports to Office Tax Manager):

·         Retrieve completed organizers and oversee the distribution of engagement letters and organizers.

·         Ensure the availability of necessary tax supplies like blue folders and K-1 envelopes.

·         Manage communication with clients regarding the delivery of tax returns, client documents, and the filing process.

·         Coordinate the tax return delivery process to ensure timely and effective delivery to clients.

·         Perform data analytics for the tax department.

Personal Attributes:

·         Professional demeanor and attitude.

·         Strong leadership and decision-making skills.

·         A high degree of attention to detail.

·         Ability to work under pressure and meet tight deadlines.

·         Ability to be accountable and flexible.

Requirements

• Minimum of 3 years experience in an office management or supervisory role.

• Demonstrated ability to lead and manage staff effectively.
• Strong organizational, project management, and problem-solving skills with impeccable multi-tasking abilities.
• Excellent communication skills, both verbal and written.
• Proficient in MS Office, with aptitude to learn new software and systems.
• Familiarity with financial and facilities management principles.

Personal Attributes:

• Professional demeanor and attitude.
• Strong leadership and decision-making skills.
• A high degree of attention to detail.
• Ability to work under pressure and meet tight deadlines.
• Accountability and flexibility.

Additional Notes:

• This is a salaried position based on a 40-hour work week during the non-busy season. The schedule may require flexibility, including Saturdays and/or overtime during busy seasons.
• Organize lunch breaks and vacation requests collaboratively with other trained administrative staff at your location to ensure the front desk is always staffed.
• This role is essential for ensuring the smooth operation of our office environment and providing support where needed to keep our business operations effective and efficient.
• The ideal candidate will have a proven track record of office management and the ability to oversee administrative staff effectively.

Benefits

• Paid time off (PTO).
• 7 Paid Holidays annually.
• Insurance options: health, dental, vision, and life.
• Provide 100% of the premium of the High Deductible Health Plan for employee.
• Provide 100% of the Dental Plan for employee.
• Retirement plan, including a 401k and an ESOP.
• Professional Development.