Office Manager Job Description Position Purpose:

The Office Manager will perform daily clerical and marketing tasks that will support our financial team and grow the business. Serves as the front-line customer service person for Balanced Financial Services. All functions shall be performed by following the established policies and in compliance with state and federal regulations.

Reports to:

Corey Boerner, Owner;

Journey Smith, HR and General Managers Supervises:

Interns/Helpers Classification:

Non-Exempt Job Responsibilities and Essential Functions:

Administrative Duties:

Manage the client schedules for BFS, AFP and HHS. Confirm appointments and ensure initial meetings are in person or through Zoom with camera. Manage workflows, pipelines and tasks. Ensure tasks in the CRM software are being done and kept up to date Create tasks and next steps for clients and our team Handle incoming calls and delegate as needed Be able to provide a completion date or timeline for clients Handle incoming/outgoing mail Handle incoming calls, texts, emails, voicemails and chat feature in the CRM software Greet guests and clients when they come to the office-offer refreshments Weekly office cleaning Manage Calendy, Google Calendar, CRM Calendar and be able to text or email a link to schedule appointments. Hold other office staff accountable for not using the calendar. Manage/Direct/Teach any interns or helpers Attend weekly staff meeting to go over plans, goals, projects and important items Ensure bank runs and checks are deposited by 3pm daily. Water and keep plants alive around the office Set up midyear and end of year meetings with our clients

Accounting Support:

Convert paper copies/files/bank statement/tax returns to digital Manage the sales and prospective client pipelines for BFS and AFP Help clients sign in to Tax Dome Be able to get copies of documents uploaded and emailed as requested by clients

Marketing:

Responsible for attending events during office hours Salisbury Chamber lead shares, luncheons and ribbon cuttings Salisbury and Ocean City Young Professionals Actively look for vendor opportunities i.e. Coastal Realtor Fairs Attend job fairs and events at SU Conduct door to door marketing with other businesses Conduct cold calls and emails Collect LeadShare and BNI notes Convert notes into tasks Update Prospective pipeline with leads and referrals Collaborate with our marketing companies and head of marketing Take photos at events to be used for social media Check in on Facebook to promote BFS Follow content calendar to create content in the office for social media Be willing to travel for events

Tax Season Specifics:

Manage the incoming calls/texts and walk ins Delegate the flow for tax returns, distribute fairly among office staff Email/text marketing campaign Tax Season Prep Create a list from Tax Dome of completed returns from the prior year Create new and returning tax client data report Update the Tax filing cabinet by moving the years down 1 drawer and taking the oldest out to be put in storage File, print and mail W2/1099s Tax Season Billing-payments must be made up front or deducted from the client's refund. We will not file a return until payment is received.

Billing:

Collect outstanding invoices for BFS and affiliate contractors Be able to hand billing issues and send the Credit Card Portal link, Venmo account and provide mailing address for checks Set up recurring bill pay for monthly clients Convert no automated payments to auto pay Manage workflow of past due accounts with our collection partner Communicate reminders before due dates and collect late fee payments

Financial Planning:

Manage scheduling of Financial Planning clients Direct texts about insurance or financial planning to call or email Corey Manage the Financial Planning Pipeline in the CRM software Fill out forms, gather client data and send to Chelsea to submit application Train with Chelsea on how to submit applications Capture documents and notes for clients in Redtail Create new client files and contacts in Redtail Schedule end of year meetings Follow up on appointment summary notes from these meetings Understand how to work the Charles Schaab website in order to guide clients to their statements, be able to login and open their accounts Manage the Financial Planning email and chat system Perform other duties as assigned by owner/manager

Required Job Knowledge and Skills:

Knowledge of basic bookkeeping procedures Experience with accounting software i.e. Quickbooks Organization skills Ability to handle sensitive, confidential information Good math skills and the ability to spot numerical errors Skill in using provided software program functionality to increase work productivity Skilled in being polite and courteous to callers and visitors Skills in establishing cooperative and productive work relationships, particularly with coworkers Knowledge of office procedures, business writing rules and techniques, and methods Knowledge in relevant word processing, spreadsheet, presentation, and publishing/web page software programs keyboarding and entering numeric & alpha-numeric data with speed and accuracy Ability to maintain and retrieve complete and accurate computer and physical records Ability to locate & compile data/information and perform basic research

Physical/Environment Demands:

Works in a typical office setting including sitting at a desk for extended periods of time. Uses many repetitive movements, fine motor skills and hand-eye coordination. Uses near vision, ability to focus, sense of touch, and hearing. Physical demands also include moving around the office and other spaces, reaching, pulling/pushing, grasping, twisting/turning, and some kneeling/crouching. Performs some lifting/carrying/moving of objects such as files, file boxes, and copy paper. The noise level in the work environment is usually quiet in the office. Typically works set office hours and may work some evenings for meetings. Attending some marketing and networking events may require weekend work and for the employee to be exposed to the elements for an extended period of time.

Employee Acknowledgement:

I have reviewed and understand the above job description of the Administrative Accounting Assistant. I further acknowledge that I understand the nature of the position and principal accountabilities, job responsibilities and essential functions. I attest that I can with or without reasonable accommodation, perform the principal accountabilities, job responsibilities and essential functions of this position as previously described.

Job Type:

Full-time Pay:

$17.00 - $20.00 per hour Expected hours: 40.0 per week

Work Location:

In person