Office
Manager - Job Description
Job
Summary:
Under direction of
veterinarians, provides general personnel management, maintains
accounts, performs marketing and client relations improvement. Is generally responsible
for clinic growth and personnel management.
Pay
Scale:
$10.00 -
$15.00
Minimum
Qualifications:
All abilities listed for receptionist
A leader capable of supervising people, with ability to encourage
and
correct.
QuickBooks, Desktop publishing, digital imaging.
Experience:
At least three years office experience with supervisory
duties.
Experience at veterinary or other medical setting preferred.
Specific
Duties:
1)
Able to
perform all duties of CRS Level One and Two
2)
Finance
and Accounting
a)
Accounts
receivables
i)
Prepare
and mail statements
ii)
Print
monthly report
iii)
Make
payment arrangements with clients
iv)
Be aware
of who owes money, why balances and credits exist
v)
Pursue
overdue accounts and hot checks
b)
Accounts
payables
i)
Organize
invoices and packing slips
ii)
Receive
and process bills
iii)
Sort bill
payment and pay in priority order
iv)
Print
monthly report
v)
Pay taxes
and estimates
c)
Checking
account
(1)
Enter
deposits and withdrawals, drafts, checks written
(2)
Transfer
amounts into other accounts
(3)
Reconcile
bank statement
d)
Credit
Cards
i)
Enter
charges
ii)
Reconcile
statements and pay bills
iii)
Print
registers
e)
Petty
cash – make change for drawer, maintain supply and balance petty
cash
f)
Prepare
books for accountant
g)
Payroll
i)
Process
time card
ii)
Pay
employees
iii)
Pay
payroll liabilities
h)
Retirement
Plan
i)
Have
employees complete enrollment forms
ii)
Take
deductions from paychecks.
iii)
Mail
monthly payments
i)
Employee
Incentive Plan
i)
Calculate
transaction income and post on graph weekly
ii)
Calculate
bonus amounts and cut monthly bonus checks
j)
Employee
Accounts
i)
Enter
employee charges
ii)
Calculate
payment deductions from paychecks
iii)
Adjust
accounts to reflect deductions
k)
Run
reports
l)
Prepare
books for accountant
m)
Track
clinic finances
n)
Set and
track monthly production goals
3)
Avimark
a)
Print
periodic reports
b)
Review
travel sheets and check for correct charging
c)
Review
pricing for treatments and inventory
d)
Perform
quarterly markups
e)
Purge old
files when needed
4)
Personnel
a)
Recruit,
interview and hire employees upon doctor approval
b)
Handle
scheduling and time-off requests
c)
Orient
new employees
d)
Oversee
general training schedule
e)
Evaluate
employee performance
f)
Solicit
employee input and opinions
g)
Perform
performance appraisals
h)
Conduct
staff meetings
i)
Update
job descriptions, handbook, and procedures manuals
j)
Mediate
internal conflicts
k)
Provide
positive encouragement and feedback to employees
l)
Correct,
discipline and discharge employees
m)
Maintain
personnel files
n)
Order
employee uniforms
5)
Marketing
and Public Relations
a)
Develop
annual event and promotion schedule
b)
Manage
direct mailings
c)
Produce
newsletter
d)
Keep
website updated and current
e)
Manage
production of brochures, business cards, clinic literature and
forms
f)
Produce
client satisfaction surveys
g)
Solicit
client recommendations and feedback
h)
Place ads
in newspapers and radio for special events
6)
Equipment
and Facility Maintenance
a)
Computer
system
i)
Assure
smooth operation of network and contact technical support with
problems
ii)
Prepare
computers for service and ship when needed
b)
Assure
hospital and grounds cleanliness
c)
Provide
for repairs and maintenance of equipment, building, and
grounds.
d)
Orders
Office Supplies
7)
Runs
errands, checks mail, makes deposits, get groceries, etc. when
needed.
Requirements:
