Office Manager Position:

MCS Family of Companies is a regional leading consulting group.  The companies associated with this position include:

1. MC Schaff & Associates – General Civil Engineering and Surveying
2. Panhandle Geotechnical & Environmental – Environmental Engineering and Material Testing
3. Enviro Service – Analytics Laboratory and Industrial Services

We are headquartered in Scottsbluff, Nebraska with a second office in Cheyenne, Wyoming. The companies are getting ready to celebrate being in business for 58-years.

As a small business, we provide full-service custom solutions to our clients that include Federal Agencies, State Agencies, local governments and the private sector.  We are currently seeking an Office Manager for the Scottsbluff, NE office.

Being part of our team environment, the office manager will be directly involved with all of our employees on a daily basis and will be supported by our HR Director and Administrative Assistant.  The primary responsibility of the position will include the financial accounting for the three companies including project billing, purchasing, and function of the three businesses.  This position will also include administrative support, office equipment maintenance, and facilities management.  Directly participates in department administrative decision making, establishes, implement, and enforces office policies and procedures, and manages departmental workflow priorities and standards.  This position performs tasks that require advanced skills in organization and planning, in-depth knowledge of invoicing procedures, general accounting procedures, and overall knowledge of business management. 

Essential Job Functions:

The job functions listed below represent the essential job duties and responsibilities of the above-listed position.

• Prepare financial statements and reports, including the profit and loss statement and balance sheet
• Prepares and analyzes invoices with an understanding of overhead, allowable/non-allowable expenses, and contract terms and conditions
• Monitor office supply levels and reorder as necessary

• Pay supplier invoices in a timely manner
• Pay any debt as it comes due for payment
• Monitor debt levels and compliance with debt covenants
• Ensure that receivables are collected promptly and accurately
• Record cash receipts and make bank deposits
• Conduct a monthly reconciliation of every bank account
• Conduct periodic reconciliations of all accounts to ensure their accuracy
• Issue financial statements to outside CPA
  • Provide information to the external accountant who creates the company’s financial statements
  • Assemble information for monthly reporting to an accountant
• Maintain an orderly accounting filing system utilizing Deltek Vision Software
• Comply with local, state, and federal government reporting requirements
• Process payroll in a timely manner through an outside Payroll processing company
• Provide clerical and administrative support to management as requested
• Responsible for accounts payable and accounts receivable
• Reviews work of the HR Director and recordkeeping
• Handles employee 401k
• Backup receptionist and front desk duties
• Performs miscellaneous job-related duties as assigned

Required Knowledge, Skills and Abilities:

The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Records maintenance skills
• Ability to communicate effectively, both orally and in writing.
• Program planning and implementation skills
• Knowledge of finance, accounting, budgeting, and cost control procedures
• Knowledge of the organization’s accounting procedures
• Ability to prepare routine administrative paperwork
• Ability to foster a cooperative work environment
• Knowledge of management principles and practices
• Ability to analyze, develop, establish, and maintain efficient office workflow and administrative processes
• Ability to analyze and solve problems
• Knowledge of tax reporting laws and regulations
• Organizing and coordinating skills
• Customer Service- Responds to requests for service and assistance; Meets commitments
• Oral Communication – Speaks clearly and professionally; Listens and gets clarification; Responds well to questions
  • Must have a high level of interpersonal skills to handle sensitive and confidential situations, Position continually requires demonstrated poise, tact and diplomacy
• Must be able to work in a fast-paced environment with demonstrated ability to juggle and prioritize multiple, competing tasks and demands and to seek supervisory assistance as appropriate
• Dependability – Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Completes tasks on time or notifies appropriate person with an alternate plan
• Organizational Support – follows policies and procedures; completes administrative tasks correctly and on time; supports organization’s goals and values
• The ability to speak in a professional manner with all employees, clients, and vendors as required is essential; in person and on the phone
• Ability to gather and analyze statistical data and generate reports
• Ability to lead and train new employees on specific tasks
• Receptionist skills
• Strong knowledge of general accounting principles
• Ability to address all types of audits including; workman’s comp, insurance, overhead calculations, contract documents
• Performs miscellaneous job-related duties as assigned

License, Certificates, Other

Ability to become a Notary of the Public

Minimum Education and Qualifications

• Bachelor’s Degree or comparable work experience
• Minimum 3 years of directly related management expertise in financial administration, office administration and human resources
• Business school, Associate’s degree or equivalent is a plus