Chicago – Kathy Schaeffer and Associates, Inc. (KSA), a small, fast-paced downtown public relations firm, seeks an experienced office professional to manage the administrative and business functions of the company. The ideal candidate is a confident self-starter with great multi-tasking ability.

KSA, www.ksapr.com, is an issue-oriented public relations firm and relies on the office manager to manage all administrative and business functions of our client-focused communications firm. The office manager handles all accounting, bookkeeping, AP and AR duties and maintains the computer network. The office manager coordinates all daily office needs, manages projects such as mailings and supports the firm’s president and others in client service activities.

This job requires proficiency in Microsoft Office, Outlook, QuickBooks, TimeSlips and PowerPoint. Knowledge of Timeslips and Dreamweaver is a plus. Interested candidates may submit a resume, with cover letter, to hr@ksapr.com, or find our ad on CareerBuilder. Please do not call, and please send your resume and letter only once because we are doing careful screening.

A job description follows.

Job Description: Office Manager

Candidates must have:

• Experience running the administrative and business functions of a small office;
• Ability to manage all accounting/bookkeeping functions using Quickbooks accounting software;
• Analytical and organizational skills sufficient to recommend procedures, processes and standards that enhance productivity and efficiency;
• Impeccable money management ability;
• Knowledge of computers and software;
• Dedication to excellence and reliability;
• A passion for accuracy and attention to detail;
• Project management skills;
• Willingness to provide administrative support to the president of the company;
• Track record of successfully juggling multiple administrative tasks in the workplace;
• Excellent communication and relationship building skills with accounts payable departments;
• Ability to negotiate with outside vendors;
• Supervisory skills;
• Working knowledge of social media, such as Facebook and LinkedIn;
• Understanding of the importance of first impressions in all firm work and interactions; and
• A good sense of humor and sense of perspective on life’s craziness.

 Responsibilities include:

• Managing the firm’s twice-monthly invoicing;
• Handling accounts payable, accounts receivable;
• Preparing bank deposits, reconciling bank statements and other banking duties;
• Managing payroll and working with payroll services company;
• Ensuring that all licenses and service contracts are current;
• Preparing weekly and monthly reports that track productivity and profitability;
• Developing annual budget;
• Bookkeeping using QuickBooks and coordinating with outside CPA firm;
• Managing computer and network maintenance and upgrades, working with computer consultant;
• Overseeing contracts with phone, copier, insurance and other vendors and business partners;
• Providing administrative and technical support to account staff and the firm’s president, as needed;
• Handling health, disability and liability insurance, Simple IRA and other employee benefits; 
• Overseeing office furniture, equipment, and decor planning, coordinating with building administrative and maintenance staff;
• Embracing the title “Director of First Impressions;” and
• Other office duties, as assigned.

This is an exempt, salaried position, and therefore not eligible for overtime pay.

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