GENERAL PURPOSE

 

Performs managerial duties related to planning, organizing, coordinating and overseeing customer service, account management functions, human resources and business financial operations. Assists the General Manager to carry out directives of the Board of Trustees, ensure compliance with the District policy and ensure compliance with fiscal standards.

 

SUPERVISION RECEIVED

 

Works under the general supervision of the General Manager.

 

SUPERVISION EXERCISED

 

Provides close to general supervision to administrative staff, including, Billing Clerk and Assistant Billing Clerk.

 

ESSENTIAL FUNCTIONS

 

Executive Administration: Serves as member of District's management team; contributes to strategic planning and policy development to further the mission of the district; plans, coordinates, supervises and evaluates administrative and financial operations; participates in strategic planning and in the establishment of policy, goals and objectives for the district in order to implement directives from the General Manager and Board of Directors; attends board meetings, create packets, transcribe minutes, and maintain records; recommends content for Board Meeting agenda.

 

Evaluate and make recommendations and independent decisions on improvements to District operations and programs; work with management to take appropriate actions to implement.

 

Financial Management: Participating with the management team, assists in the development of the annual operating and capi tal improvement budget; assists to monitor implementation of adopted budget, capital improvement projects, and all major engineering and construction projects financed by the District; monitors project and operational budget(s) to ensure compliance with fiscal guidelines and spending limitations.

 

Oversee all accounting related functions and operations including accounts payable, accounts receivable and general ledger; coordinates and collaborates with other functional departments to ensure the accounting goals and objectives are properly aligned with those of the District; process and monitor accounts payable including verifying invoice accuracy, processing payments timely and ensuring compliance with accounting and purchasing requirements; processes and monitor accounts receivable including promptly generating invoices and ensuring payments are received in a timely manner; performs general ledger tasks including bank reconciliations, journal entries as necessary/required, bank transfers.

 

Procurement Administration: Oversees District-wide procurement practices; assures proper competitive pricing and bidding for contracts, services, and purchases; oversees the ongoing education and training of District staff related to procurement policy, practices and procedures. Interactive with outside vendors/contractors related to RFP's, RFQ's, etc. during the process of bidding and notice of award.

 

Quality Control & Auditing: Reviews recommended contractor proposals for financial soundness. Manages complex data analysis projects, oversees the maintenance of related records systems and databases for financial tracking, reporting, and research purposes, and administers complex programs and assigned projects to Finance staff. Administers internal audit worksheets and analysis and determines areas of concern and internal control gaps where needed. 

 

Coordinates annual external audit; directs and coordinates various closing functions; serves as internal auditor. Prepares and presents periodic and annual financial statements summarizing the fiscal condition and projections for the District. 

 

Office Administration:  Directs all business office related functions; trains employees in office duties; recommends purchase of office equipment and supplies according to established procurement guidelines; collects data, maintains official records and prepares a varie y of reports.  Manages the daily administrative function of the District, providing coordination between office and field departments. 

 

Oversees and directs the day-to-day customer service and account management functions of the district; coordinates activities with office/clerical staff; assist in office related duties including customer assistance, problem resolution and telephone coverage; manages established processes and procedures related to account billings, receiving, receipting and accounts payable; directs and performs ongoing customer relations; addresses complex customer issues and coordinates managerial resolutions as needed.

 

Monitors staff performance; conducts regular evaluations; makes recommendations affecting employment status, including, retention, advancement, discipline and termination.

 

Maintain an organized and detailed department filing system ensuring compliance with state archive retention schedules; arrange for and/or coordinate conference and training registrations and travel arrangements; evaluate office supplies, equipment and computer needs; order and upgrade as necessary; research, evaluate, recommend and participate in the implementation of technology solutions to streamline and improve existing processes.

 

Administrative Manager, page 2

 

Human Resources:  Assist in determining office staffing needs, long-term department planning, developing and implementing policies and procedures; resolves employee issues; analyzes office processes and workloads and implement changes as needed; recommends hiring needs and participates in recruitment and selection processes; oversees the maintenance of archive files, company handbook, vacation schedules and leave requests; monitors ongoing leave accounting records.

 

Organizes and performs payroll processing; manages enrollment coordination and administration of the employee benefits programs; prepares monthly, quarterly and annual reports and tax documents, including but not limited to 941's and W-2's.

 

Organizes, coordinates and assists with recruitments; prepare job announcements and advertisements; receive applications; send applicant notifications; set up new employee records; coordinates benefit enrollments; performs or oversees maintenance of employee records; generates related reports.

 

Performs related duties as required.

 

MINIMUM QUALIFICATIONS

 

1.             Education and Experience

 

A.           Graduation from high school, plus, two (2) years of specialized training provided through college courses related to finance, accounting, information technology or business administration;

AND

B.           Six (6) years of progressively responsible experience performing above or related duties, two (2) years of which must have been in a supervisory capacity;

OR

C.          An equivalent combination of education and experience in the water utility industry or closely related field.

 

2.             Required Knowledge, Skills, and Abilities

 

Considerable knowledge of principles, laws, rules and regulations relating to culinary water operations and practices related to government finance, accounting and budgeting; accounting principles practices and procedures (GFOA, GAAFR, GAAP, FASB and GASB); public finance and fiscal planning; public organizations and department operations including applicable laws and regulations; internal control principles and methods of application; budgeting, accounting and related statistical procedures; various revenue sources available to public agencies including state and federal sources; local investment options and opportunities;  general office maintenance and practices; basic personnel management practices and procedures; computer accounting spreadsheet applications and various software financial programs;  business and technical writing;  operation of standard office equipment;  debit and credit accounts and gener