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Finance & Administrative Manager

Posted By: Pamela Byrd Jobs & Classifieds ,

OHIO COUNTY WATER DISTRICT

Job Classification and Description for Finance & Administrative Manager 

Job Summary:

Under general supervision, manages, organizes, and evaluates the District’s business operations; performs responsible secretarial, administrative, and general office work to ensure the proper functioning of the office; performs or supervises accounts receivable, accounts payable, and payroll; responds to customer complaints and concerns; responsible for financial accounting and human resources. Performs additional work as required by the General Manager.

 Duties:

  • Directs and supervises administrative personnel; advises General Manager regarding hiring, firing, advancement, promotion and discipline
  • Performs or supervises all office work regarding customer accounts including billing, processing payments, applications for service, final notices to discontinued customers, computer system updating, inquiries and complaints, ;
  • Performs or supervises bookkeeping work related to processing of accounts receivables invoicing, accounts payable, and payroll including reviewing for accuracy, calculating monthly journal entries, balancing to general ledger, and filing of required reports to State and Federal government;
  • Oversees and assists in annual financial audit;
  • Monitor tariffs for compliance;
  • Maintain and monitor records retention compliance;
  • Performs confidential administrative tasks for the General Manager when requested; keeps the General Manager fully informed regarding all office activities and problems;
  • Supervises, schedules, plans, monitors, and evaluates work of clerical staff responsible for accounting, customer services, and billing; recommends corrective actions as necessary;
  • Plans, prepares, reviews and monitors operational budgets for office supplies and expenses, benefit insurance, employee retirement, and payroll taxes; W-2’s; 1099’s
  • Prepares, creates, and files reports such as capital expenditures, statistics, capital projects, payroll distribution, and monthly water sample reports;
  • Assists with County Employee Retirement System (CERS) administration with the Kentucky Retirement System (KRS); carries out related banking functions such as deposits, transfers, and record keeping;
  • Processes general ledger; inputs into computer, calculates monthly journal entries, performs trial balance, creates income statements;
  • Maintain and reconcile depreciation journals;
  • Human Resource Officer; maintains employee insurance plans; maintains employee personnel files; adheres to Labor Laws; maintains OCWD policies and procedures policies manual; see that all policies are adhered to; performs employee evaluations for Office personnel;
  • Organizes and maintains office filing system including general, financial, personnel, and payroll files;
  • Prepares financial and other reports as directed by the General Manager; prepares final reports drafted by the General Manager and other staff members;
  • Sets up Board room and sets up video conference as needed for monthly meetings; attends Board meetings and special meetings after normal work hours; restores room order after meetings; records meeting minutes; proofs and edits draft minutes of Board meetings and creates final draft for Board approval;
  • Coordinates follow-up on resolutions and other Board of Directors action documents as directed; provides clerical support for Board members, and assists with election procedures and filing of forms;
  • Oversees functioning of the computer system; administers computer software and hardware maintenance agreements; schedules training of other employees in the use of the computer system;
  • Calculates, reports, and updates retirement plan, and deferred compensation plans for all employees; attends necessary seminars throughout the year;
  • Manages the processes for new water service connections and collection of fees; supervises or performs billing;
  • Provides staff support for District public education and outreach, social media, website, customer service surveys, benchmarking studies, ;
  • Oversees the general condition and appearance of the office; inventories and orders office supplies as
  • Other duties as directed by the General Manager as deemed necessary to the operation of the District

Skills and Knowledge:

  • District rules, regulations, policies and activities
  • Policies, procedures and functions related to water districts
  • Financial accounting and management of budgets
  • Principles and practices of supervision
  • Computer applications
  • Accounting functions such as general ledger, accounts receivable/payable, payroll
  • Excellent customer service skills and techniques
  • Operate a personal computer and related software; operate standard office equipment; calculator; multi-line phone system
  • Strong math; organizational; communication; multitasking skills
  • Management & decision-making techniques and skills
  • Excellent time management skills
  • Excellent calculator and typing skills
  • Any technical and educational training required by General Manager

Ability to:

  • Supervise, schedule, train and direct the work of assigned personnel
  • Exercise good judgment, keep calm, and make appropriate decisions in emergency situations and under pressure
  • Establish and maintain effective, pleasant, and cooperative working relationships with employees, officials and the general public
  • Communicate well orally and in writing
  • Supervise 4 or more employees
  • Manage office efficiently
  • Follow written and oral instructions
  • Utilize Excel software and prepare spreadsheets
  • Utilize a personal computer and calculator efficiently
  • Utilize Microsoft Word & Microsoft Outlook
  • Utilize United Systems Computerized Accounting software
  • Utilize QuickBooks software
  • Multi-task in high volume office environment
  • Work independently to complete work on schedule
  • Make mathematical calculations
  • Operate standard office equipment efficiently
  • Work within a team and maintain effective working relationships with supervisor, co-workers and the
  • Communicate effectively
  • Exhibit ethical behavior and adhere to the policies of the OCWD

Minimum qualifications: 

  • High School diploma or GED equivalency; Associates or bachelor’s degree in accounting preferred; some college work may be accepted
  • Five years experience in; accounting; human resources; management
  • Experience with a water district is preferred
  • Or in the discretion of the General Manager, any equivalent combination of experience and training, certifications or licenses which provides the knowledge and abilities necessary to perform the work

Work Environment:

  • Duties are performed in a general office 

Essential Physical Abilities:

  • Incumbent must be able to function in an office environment in work primarily of a sedentary nature, and be able to perform the following, with or without reasonable accommodation:
  • Clarity of speech and hearing which permits the employee to discern verbal instructions and communicate with other employees and the public, on the telephone or in person; and sufficient vision which permits the employee to comprehend written work, work orders, maps, accurately read and enter data in a computerized system, review, evaluate and prepare a variety of written/typed documents and text material
  • Sufficient manual dexterity which permits the employee to write legibly, operate standard office equipment, operate a personal computer; calculator
  • Sufficient strength to lift 35-pound objects for varying distances
  • Sufficient personal mobility, flexibility and physical reflexes, which permits the employee to move from one area to another, stand and sit for extended periods of time, climb stairs, work on a computer keyboard for an extended period of time, and work in an office environment
  • Ohio County Water District will make reasonable accommodations as required in compliance with the Americans with Disabilities 

This job description is subject to change at the discretion of the General Manager due to business necessities and for other reasons.

Contact Information: 

Eric Hickman, P.E.  Email to: ejhick1028@gmail.com

General Manager

Ohio County Water District

124 East Washington Street

Hartford, KY 42347

Office Phone: (270) 298-7704

Cell Phone: (270) 519-0885