The Office Administrator is responsible for carrying out the administrative policies set forth by firm management and works directly with the Managing Principal of Office, Business Operations Manager, and Enterprise Business Services groups (finance, information technology, people solutions, marketing, and others) to do so. S/he is responsible for implementing office procedures, overseeing records management, purchasing office equipment, coordinating the support services, and supervising administrative support employees.
Work Activities & Accountabilities The below functions reflect the general details necessary to describe the essential work activities and accountabilities of this position and are not all inclusive. Other activities may be assigned.
Administrative & Operational: Supervise administrative support staff such as client service assistants, receptionist and office assistants including: performance management, career coaching, and development. S/he ensures administrative staff are supporting the needs of client service personnel. Negotiates equipment maintenance contracts for kitchen and small office equipment (i.e. binding machines, postage machines). Negotiates other contracts for office plants, vending machines, coffee service, printer cartridges, and courier services. Approves all office supply purchases. Coordinates office workflow to regulate and maintain a balanced workload for the support services staff. Directs the proper implementation of firm standard audio and web conference services. Attend regularly scheduled firm-wide office administrator meetings via webcast or teleconference. Coordinate office events including ordering tax season meals.
Finance : Codes and facilitates approval and processing of accounts payable. Codes and enters manual checks into STAR system. Enters and applies cash receipts into STAR system. Enters direct charges into STAR system. Facilitates expense reporting process within office. Assists in annual budgeting process. Maintains backup and reconcile credit card each month (if applicable).
Facilities Management : Plans and organizes office moves within the office including set up of new hire work stations. Responsible for furniture system maintenance. Liaison with building management regarding applicable services such as office repairs, furniture moves, cleaning service, etc. Maintain building security/access system. Assign, update, and monitor parking at parking ramps/garages for principals and employees wishing to participate in employee-paid contract parking program (if applicable). Responsible for signage updates (if applicable).
Vendor Management: Develops professional working relationships external vendors. S/he may leverage these relationships when planning off-site meetings, purchasing office equipment, ordering clerical supplies, and planning office remodeling and/or construction projects.
Marketing: Sees that firm-standard printed materials including brochures, sell sheets, letterhead, envelopes, invoices, labels, etc. for the office are ordered through MyCLA. Places requests for advertisements through MyCLA. Understands and helps promote CRM: contact management for the office within STAR and the MyCLA client directory, use of the MyCLA firm directory, proposal and prospect tracking, regional event tracking, local public relations efforts, and use of CliftonLarsonAllen templates and styles.
People Solutions: Conducts and/or participates in firm and office new hire orientation for new principals and staff. Ensures that new hire on-boarding and terminated employees' exits are conducted in a timely and thorough manner.
Learning & Internal Technology: Acts as the office Learning Assistant or delegate to other support staff. Act as the office IT contact or delegate. Coordinates all hardware and software technology purchases through IT.
Technical Competencies: Proficiency in Microsoft (MS) Windows and Office Products is necessary. Regular use of MS Word, MS Excel, MS Outlook, MS PowerPoint, STAR, Adobe, CRM, and other internal programs.
The Office Administrator reports directly to a Managing Principal of Office or other office and/or administrative leadership. The Office Administrator interacts on a regular basis with office Principals and administrative leadership and staff. S/he is aligned with a career coach (who may or may not be the same as the direct supervisor) to help with career planning, be an advocate for the experiences needed to reach goals, navigate the firm's resources, and share insights, expertise, and guidance to develop his/her full potential.
Key Behavioral Competencies
The Office Administrator must possess several key personal effectiveness traits to be successful. These include a high degree of passion for doing impactful work, accountability for actions, initiative make visions a reality, integrity that places honesty and trust above all else, professionalism, and conscientiousness. Actions and behaviors that are the foundation of successful careers at CLA are broadly defined below.
Leading with Impact: Guides and motivates others and is able to direct team to achieve desired results.
Ownership Mindset: Creates expectations of success throughout the firm.
Entrepreneurial Grit: Expresses new ideas to creatively and innovatively deliver quality service.
Client Excellence: Anticipates client needs and looks for opportunities to provide proactive consultation.
People Development: Takes ownership of career development and begins mentoring others.
Clear Communication: Communication has high impact and encourages openness.
Teamwork & Collaboration: Manages challenging issues and understands when appropriate to leverage to internal experts.
CliftonLarsonAllen LLP (CLA) is a professional services firm delivering integrated wealth advisory, outsourcing and public accounting capabilities to help enhance our clients’ enterprise value and assist them in growing and managing their related personal assets – all the way from startup to succession and beyond. Our professionals are immersed in the industries they serve and have specialized kn...owledge of their operating and regulatory environments. With over 4,400 people, 100 US locations and a global affiliation, we bring a wide array of solutions to help clients in all markets, foreign and domestic. Investment advisory services are offered through CliftonLarsonAllen Wealth Advisors, LLC, an SEC-registered investment advisor.
We are deeply invested in the success of our professionals and provide innovative career-building opportunities. At CLA, we aim to positively impact the clients we serve, the people we employ, the profession we represent and the communities we call home.
CLA is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, disability status, protected veteran status, national origin, or any other characteristic protected by law.