Details
 

05/24/2024

Office Manager

Ohio Veterinary Medical Association | Powell, OH

Position Summary:

The Ohio Veterinary Medical Association is seeking an office manager who will report directly to the OVMA Executive Director.

This position will provide operational leadership by organizing office operations and procedures as well as for all OVMA and OAHF financial record-keeping. This role will be responsible for recording financial transactions, producing financial reports and the completion of administrative tasks in accordance with the goals of the association by performing the following duties.

Duties and Responsibilities:

• Financial
  • Accounts Payable
    • Perform day-to-day management of all payment cycle activities and provide efficient client service.
    • Keep track and process accounts and incoming payments in compliance with financial
      policies and procedures.
    • Regularly manage data and compile necessary financial reports.
    • Continuously improve payment processes.
  • Accounts Receivable
    • Perform day-to-day financial transactions including verifying, classifying, computing,
      posting and recording accounts receivable data.
    • Prepare bills, invoices and bank deposits.
    • Reconcile the accounts receivable ledger to ensure that all payments are accounted for and properly posted.
    • Verify discrepancies by and resolve clients’ billing issues.
    • Facilitate swift payments of invoices due to the organization by sending bill reminders to
      clients with outstanding accounts.
    • Generate financial statements and reports detailing accounts receivable status.
  • Budget
    • Assists in the development of the annual budget in coordination with the board treasurer, executive director and program directors.
    • Monitors the budget in relation to monthly income and expenses.
  • Administrative
    • Supports association operations by organizing and maintaining office systems and processes.
    • Manage payroll and 401(k) processes.
    • Manage the association’s monthly credit card statement reconciliation process.
    • Be the principal responder to all phone calls and be proficient with the phone system.
    • Monitor the general email inbox, responding to inquires or distributing to relevant staff.
    • Assist members and the public with information requests by identifying the appropriate
      OVMA staff to pass along the inquiry.
    • Maintain resource documents for responding to basic, recurring inquiries and be familiar with information and resources available on the OVMA and MVC websites.
    • Be proficient with the association management software program and maintain electronic records in the database.
    • Assist with processing MVC registrations.
    • Oversee and maintain all commonly used office equipment (i.e. copier, postage machine, water cooler, etc.).
    • Collect and distribute daily mail.
    • Oversee office supplies and restock as needed.
    • Assist with other administrative tasks as needed.

General Staff Responsibilities:

• Work with association database software, inputting and extracting data where appropriate.
• Maintain information reference files for responding to inquiries in a timely manner.
• Compose/prepare professional business documents/reports/presentations as needed.
• Assist in providing member service via general telephone and e-mail inquiries.
• Read veterinary-related publications to keep abreast of trends, new information and issues.
• Periodically attend professional development and continuing education programs of relevance
  within the association and accounting fields; and as the association budget allows.
• Other duties as may be assigned.

Desired Skill Qualifications:

• Excellent communication and interpersonal skills.
• Strong organizational skills with attention to detail.
• Ability to prioritize tasks, balance multiple priorities and meet deadlines.
• Demonstrate personal initiative and devotion to the organization’s mission.
• Ability to work independently with minimal supervision.
• Proficient with Intuit QuickBooks accounting software.
• Proficient with common communication and business tools (i.e. Google Workspace, Microsoft
  Office, etc.).

Minimum Educational Experience Qualifications:

Associate degree or equivalent work experience in accounting, bookkeeping and/or office management.

Preferred Education/Experience Qualifications:

The above mentioned minimum educational experience qualifications with five (5) to ten years (10) related work experience.

To Apply:

Interested applicants should submit a cover letter, resume and salary requirements to jobs@ohiovma.org.

The deadline for submission is 5 p.m. ET on June 24, 2024.

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