Office Manager

Responsibilities

The Office Manager is responsible for assisting in the day-to-day operations of the office and business of the District. This includes preparing and maintaining financial statements and records, processing and preparing varied records for payroll, human resource duties, personnel benefits administration, supervising administrative staff and performing related work as assigned or required.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Develop and maintain accounting system, reports and records, and District financial records. Review assigned budget codes and invoices. Prepare and track purchase orders. Use QuickBooks to process account receivables, accounts payable, balance and reconcile accounts, general ledgers and journals and maintain inventory. Prepare accounting reports, financial statements, tax forms and filings, and investment schedules. Assist department heads with tracking and submitting reimbursement claims for state, federal, and private grants.
• Compile, summarize, and retain information in preparation of annual budget. Compile operating costs, personnel costs, and prepare annual office department and consolidated budgets. Manage budgeting spreadsheets and update accordingly. Compile documentation for and complete the State budget form.
• Compile and summarize records for the annual financial audit, workers compensation audit, as well as for management and board discussions. Oversee and cooperate with the auditing consultant requests. Reviews draft of annual audit for accuracy prior to presentation to the board.
• Assist General Manager to ensure staff are in compliance with policies set forth in the Employee Handbook and Operating Policies.  Responsible for supervising secretarial support staff in the headquarters office and the 5 NRCS field offices.  Assists the General Manager with interviewing and hiring staff.  Responsible for training, planning, assigning and evaluating secretarial support staff. This position is responsible for all onboarding of district employees and addressing personnel related requests.
• Maintain District personnel records. Collect, record, track employee leave, verify payroll and personnel information. Additional duties include benefits coordination, work compensation claims, insurance claims, payroll processing and payroll information requests. Work with insurance provider to obtain renewal quotes for general liability, property, auto, workers compensation, cyber security, and dam liability coverages. Maintain confidentiality of management and personnel information. Evaluate and recommend new office procedures and priorities.
• Ensure legal requirements are met for Board of Director meetings, public meetings and public hearings. Oversee the recording, transcribing, and maintaining permanent record of all minutes of the Board of Directors meetings. Maintain District calendar and responsible for event registration, travel and lodging arrangements for the staff and directors. Oversee office janitorial work and routine office maintenance.
• Other duties as assigned.