Office Services Manager

Office Services Manager

Position Title: Office Services Manager
Reports to: Executive Director
Supervises: n/a
Classification: Exempt
Remote work: Not eligible for remote work
Salary: $43,000 – $49,000

Overview:

The Kansas Bar Association is seeking an Office Manager to join our team. The office manager organizes and coordinates the administrative functions within the office and oversees the bookkeeping function for the association and the foundation. The office manager strives for operational efficiency, adherence to company policy, and continuous improvement of day-to-day operations. The ideal candidate is detail and service oriented, an enthusiastic self-starter who manages multiple projects, possesses excellent communication and interpersonal skills, and takes pride in producing and delivering a thorough and timely work product. A successful office services manager will wear multiple hats, operate an efficient office, exercise superb judgment, and maintain the highest level of confidence when handling sensitive information.

How To Apply

Please submit a resume with a cover letter detailing how qualifications are met, and three professional references. Incomplete applications may not be considered. Send application packet to jobs@ksbar.org.

Dues and Responsibilities:

Bookkeeping

• Accounts payable: review and code invoices for Executive Director approval.
• Accounts receivable: post payments to member database and prepare checks for deposit.
• Record deposits not posted in membership database in QuickBooks.
• Process credit card payments (or refunds, if applicable) through member database.
• Maintain a log of deposits and refunds for auditing purposes.
• Process invoices and mail/email invoices for advertising and sponsorships.
• Send payment reminders, as needed.
• Monthly and quarterly processing of Interest on Lawyer Trust Accounts (IOLTA) remittances.
• Assist in preparing the Annual IOLTA report for the ABA.
• Reconcile monthly credit card statement; request reports and receipts from KBA staff.
• Maintain meticulous records and files; adhere to document retention and destruction policies.
• Process applicable donation letters for Executive Director signature.
• Maintain accurate accounting of current and historical foundation Fellows donations.
• Strict adherence to accounting separation of dues.
• Adhere to all accounting and IOLTA reporting deadlines.
• Maintain a high level of professionalism and confidentiality.

Building & Grounds

• Oversee all aspects of building functions and maintenance.
• Point of contact for building maintenance, ground maintenance, and other services providers.
• Maintains accurate vendor files, including contracts, certificates of insurance and W-9’s.
• Handles minor maintenance issues; brings major maintenance issues to the attention of Executive Director.
• Assists Executive Director with RFP process, as needed.
• Schedules appropriate safety inspections.
• Ensure the building meets health and safety requirements.
• Coordinates all routine safety and evacuation drills.
• Maintains meticulous maintenance records.
• Oversee the process of conference center, parking lot, or other building-related rentals.

Office Management

• Create and implement office standardizations and processes.
• Maintain organized filing systems for both digital and physical documents.
• Organizes and manages office supplies; procure supplies as needed.
• Keeps accurate inventory of equipment.
• Maintain mail and copy center.
• Manage specific new employee onboarding and training task list.
• Cover front desk in the absence of the receptionist.
• Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.

Required Qualifications

• High school diploma or equivalent.
• Excellent computer, analytical, problem solving, communications, and interpersonal skills as evidenced by previous work history.
• Proficiency managing information and data, as evidenced by application materials, prior work experience, or references.
• Proficiency in Microsoft Office.
• Strong organizational and multitasking skills and attention to detail as evidenced by application materials, prior work experience, or references.

Preferred Qualifications

• Prior administrative or office experience, managing multiple tasks, is preferred.
• Familiarity with other office software and tools is a plus.
• Associate degree or relevant certification is a plus.

Physical Requirements

• Bending, sing, and driving.
• Must be able to lift up to 15 pounds at times.

How To Apply

Please submit a resume with a cover letter detailing how qualifications are met, and three professional references. Incomplete applications may not be considered. Send application packet to jobs@ksbar.org.

Job Type: Full-time

Pay: $43,000.00 - $49,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Ability to Relocate:

• Topeka, KS 66612: Relocate before starting work (Required)

Work Location: In person

Salary : $43,000 - $49,000