This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/12304087

TheOffice Managerdirects, administers, manages and supports all aspects of the administrative and customer service functions as well as supports Operations Management in their area of responsibility. Typically supports 3-4 customer accounts or one large account, supervises a small CSR team and reports to the General Manager.\ Responsibilities\ \

• Supervises Administrative/CSR staff on a day-to-day basis, typically no more than 3 employees.
• Ensures that data entry is accurate through training and audit of administrative staffs production.
• Communicates closely with customer service staff to ensure the maintenance of a high level of customer satisfaction through open communications with the customers, operations and senior management.
• Identifies areas of opportunity for improvement to processes by review of SOPs.
• Distribute procedures and ensures proper training for appropriate personnel after initial account procedures have been identified.
• Directs all accounts payable activities including purchase requisition process and payable voucher process in accordance with corporate issued standards.
• Coordinates accounts receivable activities with Corporate Accounts Receivable Department. This will include receivable collection efforts and review of billing issues/errors
• Ensures that weekend and month end closings are complete. This will include the training of a backup person responsible for same.
• Responsible for the accuracy, submission and timely reporting of productivity.
• Produces month end accounting reports and Flash within time limit as set forth by accounting deliverables schedule.
• Produces P&L review report
• Ensure cross-training of administrative personnel on monthly reports.
• Assists in corporate and facility manual audits to ensure facility compliance.
• Coordinates end of month efforts to ensure transactional and accessorial billings are completed accurately.
• Produces weekly Flash and Accounts Receivable Interface.
• Directs all payroll preparation efforts and assures that payroll checks are accurate and on time. This includes adherence to Payroll policy.
• Maintains all payroll records in a confidential and organized manner.
• Will assist in write up on progressive discipline documentation regarding some basic policy violations for management personnel.
• Responsible for HR administrative functions such as entering wage changes, termination process, collecting new employee data, PTO tracking and processing progressive discipline forms.
• Conducts exit process for administrative and hourly staff (where applicable).
• Audits and ensures that proper back up is maintained for customer inventory and billing transactions.
• Ensures that back up and transactional documents are achieved properly and an organized record of items in storage is maintained.
• Audits weekly activity records to ensure accurate daily statistics are produced.
• Coordinates the distribution of corporate materials as necessary.
• Assists General Manager in the development of vacation schedules, work schedules and annual review schedules.
• Ensure that a backup of the WMS is completed (if required) and taken off site daily.
• Identifies areas of opportunity for improvement to processes by review of SOPs.
• Ensures that proper levels of required supplies are maintained.
• Ensures that mail is handled in an expedited manner.
• Ensure that telecommunications equipment is maintained.
• Ensures that security policy for visitors is handled properly sign in followed, badges issued and collected upon sign out.
• Ensures that data entry is ccurate.
• Performs duties or projects as needed by the General Manager.