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Asst. Office ManagerPosition by Mind Map: Asst. Office ManagerPosition
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Asst. Office ManagerPosition

Job Expectations

Reconcile - make sure MB and QB match

AR - make sure Failed Autopays are taken care of

Audit MB

No Unauthorized Tx - Make sure no non-legit Comps

No Unauthorized Discounts

Expense - Make sure all Expenses are legit & paid on time

QB - make sure QB is always accurate and upto date

Payroll is done accurately and timely

AUTOMATE CONSTANTLY - Try to automate all processes to improve efficiency

Performance Review

Similar job expectations for supply, equipment, reports and Training

Job D2D Activities

Timeclock - monitor and correct as needed


see Above under Job Duties - MB - Audit Sales



Reconcile MB sales>Daily Rec report w Bank

Reconcile Autopays

Reconcile QB = download to QB & make sure bank a/c matches QB

Expenses - Check and Audit cr card activity, Bank activity

Update Chase Credit card expense Excel Sheet


Go to Post Office

Customer Service Issues (BBB etc)

Travel - Book hotel

Pay bills - eg Taleo expired needed to be paid ASAP

Job Duties


Reconcile - Make sure MB matches QB, MB - Daily Rec = Match it with Bank a/c, Bank a/c = download to QB and ensure it's accurate

QB - make sure QB is always accurate and Uptodate

AR - collect failed AR

Expenses, Pay bills, Pay Taxes - monthly sales Tax Texas & NM, Watch for FRAUD and non-legit expenses, see where expenses could be cut to SAVE company money, look in advance to improve paying bills next time, Try to make paying bills AUTOMATIC

MB - Audit Sales, check and assign 'acct on payment' to unassigned, check for Unauthorized discounts (more than 50%), Check for Unauthorized Treatments (Comp)


Payroll, Process Payroll Accurately and Timely, Pay raises/cuts

Hiring, Place Ads for New Hires, On-boarding (New Hire) Checklist, Off-boarding (Termination) Checklist, HR/Acct Orientation (Training)

EE benefits, Health Insurance, Life Insurance

Company Insurance, Property & Gen Liability, Dr K Medical Liability - TMLT


Staff Training

Supply Chain& Equipment Management

Equipment Inventory - contracts, warranties, insurance etc

Equipment Repairs

Equipment Pulse Counts & Consumption Analysis

Ordering Supplies & Consumption Analysis


All KPI Reports

Burn, SG, Refunds, Cust complaints etc



New Projects - eg get clinics to do photos, EMR, checkout pts, daily recs, etc

Job Description


HR Job Description Payroll Processing Pay raises/ cuts Assist with recruiting/ hiring Onboarding; follow checklist; new hire paperwork, set up in all systems Termination; follow checklist Unemployment Claims/ Hearings Insurance Enrollment Insurance Renewals; Business/ Liability/ Workers Comp & EE Medical Keep track of attendance/ tardies/ performance issues in HR Online Monitor vacation/ PTO requests and eligibility Assist Managers with HR related issues with employees Write Ups Update Procedure Manuals as needed Upload Training Videos to website for new hires

Learning Systems


Login to all Bank a/c and Cr Card a/c


Onboarding checklist - How to Enter New Hired employee into the system for Payroll, Insurance

Offboarding Checklist - delete EE

Training Checklist = Show how to apply for Vacation, paystub, W2

Ongoing Activity, Approve and track vacation time, insurance etc

Primenet - Timeclock

Onboarding checklist - Enter New EE

Offboarding checklist - Delete EE

Training Checklist = Show new EE how to use it

Ongoing Activity, Monitor, edit timeclock - Check Daily, Download report for Payroll day, Download Misc reports - as needed



Acct Folder

HR Folder



All of it

Reports > Sales >Sales

Sales by Rep Report

Onboarding checklist - How to Add EE

Offboarding checklist -How to 'inactive EE'