Office Manager

Position: Office Manager

FLSA Status: Exempt

Location: Flaherty Salmin CPAs, 2300 Buffalo Rd, Building 200, Rochester, NY (Onsite)
Work Hours: Monday-Friday, 8:30 AM - 5:00 PM (with increased hours during busy season)

Overview

At Flaherty Salmin CPAs, our people are our greatest strength. We are a full-service public accounting firm providing audit, tax, and consulting services to our clients. Our firm spans a variety of industries and specialties, including Affordable Housing and Community Development, Small Business and Corporate Tax, and Peer Review. Our team is committed to providing reliable, high-quality service that helps our clients meet their financial goals.

The Office Manager plays a critical role in ensuring smooth day-to-day operations for the firm and directly supporting the partner team. This position serves as the primary coordinator for administrative functions, client communication, and internal workflows.
This individual brings structure and follow-through to the firm's internal operations, ensuring efficiency and accountability across all functions.

Why Flaherty Salmin CPAs?

• Compensation & Benefits: Competitive salary with comprehensive benefits including firm-paid life insurance, long-term disability, generous health coverage, dental and vision plans, optional short-term disability, EZ Med Access telemedicine, and a 401(k) with company match after three months.
• Flexible Work Schedule: Support for work-life balance including comp time, which means for every hour worked over 40 hours per week, employees earn equivalent paid time off. Employees are expected to use accumulated comp time for extra time off during the off-season.

Key Responsibilities

• Advanced proficiency with the firm's policies, procedures, and technology, with the ability to learn new systems and troubleshoot routine issues.
• Provide excellent client service by communicating regularly and professionally with clients, including engagement letters and billing inquiries.
• Ensure accuracy and timeliness of all client billing, including invoicing, follow-up, and collections.
• Assist in preparing and finalizing client packages; support tax season workflow as needed.
• Oversee day-to-day office operations, ensuring the office environment, resources, and administrative processes run smoothly, including management of workflows and the firm calendar.
• Apply organizational and time management skills to prioritize tasks, meet deadlines across multiple responsibilities, and demonstrate initiative and accountability for engagement deliverables.
• Receive and organize weekly staff schedules, partner meeting materials/agenda, project updates (CS/WS projects, new client setup/file folders), internal reports, and firm events/trainings.
• Mentor and coach administrative staff by providing feedback, guidance, and training; ensure tasks are delegated effectively, workloads are managed, and team members are engaged and contributing to team objectives.
• Assist partners with executive-level tasks and administrative duties as needed, including coordinating performance review scheduling for the firm.
• Support hiring, onboarding, and staffing for the administrative team.
• Promote continuous professional development by pursuing learning opportunities and identifying training initiatives.

Essential Skills & Abilities

• Exceptional verbal and written communication skills, with a focus on delivering high-quality client service.
• Proven ability to take ownership, demonstrate initiative, and manage complex tasks and competing priorities in a fast-paced, deadline-driven environment.
• Strong technical aptitude with advanced proficiency in Microsoft Office Suite, Adobe, and related software; experience with CCH products, Lacerte, and Workstream is a plus.

Education & Experience

• Associate or bachelor's degree in business administration or a related field is preferred.
• Minimum of five years of experience in administrative, operations, or project coordination roles; experience within a CPA or professional services firm is beneficial.
• Experience with tax preparation processes, tax deadlines, and related firm operations, and notary certification, are a plus.

Physical Requirements

Typical office setting with extended periods of sitting and computer use. Overtime of approximately 15 hours per week is expected during peak tax season (January 1 through April 15). Occasional firm-related travel may be required; reliable transportation is necessary.

Salary Range

$75,000-$80,000 per year, based on experience and qualifications.