Office Mgr PD

Published - 20 Dec 2015

JOB SKILLS AND BACKGROUND FOR THE SUCCESSFUL APPLICANT

University graduated or trade school or skills training or sufficient operating and management experience to bring the skill set to manage and operate the systems and organization involved.

At least 2 years experiences of solo or office management

Strong community interaction skills and comfortable working with community complaints and problem solving challenges.

Experience in reporting to, working with, and supporting a board of directors
Speak and write fluently in English.

Computer literate in MS Word, Excel, and other programs.
Experience working in an office environment and supporting a team on a daily operational basis.

Self-motivated and resourceful, with the proven ability to multi-task and operate successfully under tight deadlines and time pressures.

Enjoys a dynamic, challenging and team-oriented work environment.

Basic knowledge of accounting, as well as, book keeping and payment processing.

Experience in public relations/marketing a plus but not a necessity.

Strong writing, reading, listening and speaking communications skills.

Ability to learn, understand, and interpret regulatory information

Good interpersonal and teamwork skills.


JOB SPECIFICS

Overview: This position manages the daily general operation of a domestic water and waste management utility through a consumers association. The Office Manager is an At Will employee. Close working relations with the community, operating employees, consultants, regulators, and the Big Mesa MDWCA Board of Directors are integral responsibilities of the position. The Office Manager is responsible for the following job functions although other duties may be assigned by the board president at any time.

1. Information systems: Manage and conduct the work requirements for bookkeeping for the organization, including billing of customers, manage accounts payable, payroll, develop and present reports for the board, comply with regulatory mandates. Ensure that tax payments and bank accounts are accurate and timely. Work with the accountants so that their services are provided on a timely and accurate basis. Update policies, rules and regulations for the Board of Directors for Big Mesa MDWCA.

2. Visitors management: Greet visitors and assist with bill payment and issuing receipts when necessary. Keep office hours from 8am till 2 pm Monday through Friday with the exception of holidays or when assigned to other duties such as training. Keep meeting and office hours clean and acceptable to the public. Coordinate a volunteer program if necessary to cover the office.

3. Records system: Maintain the general filing system and file all correspondence. Prepare deposits and make deposits, daily.

4. Personnel Record: Keep records of employees' sick days, overtime, vacation days in accordance with Board of Director policies. Create a file for each individual employee which should include any information relating to that employee from the first day of employment. Manage job benefits for the staff including health insurance, and the 401 K program.

5. Communication: Sort and process mail daily or in the case of bill remittances as required on a timely basis. Assure that oral communication (both in person and by phone) is relayed to appropriate staff person. Assure requested announcements and information to be communicated to the community, employees and to board members etc. is followed through.

6. Assists operational employees: such as the maintenance, licensed Water-man, meter readers, contractors and other workers and board members to carry out their functions and duties. Work as a team member for other employees and act as the primary responsible party for all record keeping including keeping board minutes and documentary (including testing and meter reading entry) materials.

7. Meetings: Organize and make preparations for meetings, conferences and conference telephone calls. Insure that proper notices for meetings are in conformance with the NM OPEN MEETINGS ACT.

8. Office instruments: Maintain computer and internet system. Maintain an adequate inventory of office supplies including billing forms and checks. Monitor the use of supplies and equipment.

Coordinate the repair and maintenance of office equipment.

9. Budget Procedures: Provide the Board of Directors with a budget worksheet including previous year figures at least monthly and prepare an operating budget for the Board of Directors for consideration, annually. Keeps current with the utility budget numbers and accounting practices in order to operate the external billings, money received, and check requests.

10. Office Equipment and Supplies: Oversee daily and weekly maintenance of office machines. Assure follow through on maintenance agreements or contracts. Inventory and order office materials. Issue purchase order and approve purchases for the safe and efficient operation of the utility. Prepare bidding information implement contracts for contact work and approval of the board or board president where necessary.

JOB SKILLS AND BACKGROUND FOR THE SUCCESSFUL APPLICANT

University graduated or trade school or skills training or sufficient operating and management experience to bring the skill set to manage and operate the systems involved.

At least 2 years experiences of solo or office management

Strong community interaction skills and comfortable working with community complaints and problem solving challenges.

Speak and write fluently in English.

Computer literate in MS Word, Excel, and other programs.

Experience working in an office environment and supporting a team on a daily operational basis.

Self-motivated and resourceful, with the proven ability to multi-task and operate successfully under tight deadlines and time pressures.

Enjoys a dynamic, challenging and team-oriented work environment.

Basic knowledge of accounting ,as well as, book keeping and payment processing.

Experience in public relations/marketing a plus but not a necessity.

Strong writing, reading, listening and speaking communications skills.

Ability to learn, understand, and interpret regulatory information

Good interpersonal and teamwork skills.

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