POSITION OPENING -
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JOB DESCRIPTION - OFFICE MANAGER
ESSENTIAL DUTIES AND RESPONSIBILITIES
OFFICE MANAGEMENT
Daily telephone calls, email, mail, walk-in individuals
Manage District filing system
Process and track all District contracts / tap permits / contractor/drain layer license records
Work with Engineer/Attorney to see that all required reviews/filings are completed
Update District website as necessary / post notices as required / compose quarterly newsletter / update Transparency Notice as required Purchase office supplies, order printing of billing statements and envelopes, etc., as required
Coordinate information/work with Attorney, Engineer, and outside agencies/individuals as necessary
BOARD OF DIRECTORS ADMINISTRATION
Manage all meeting schedules, including Board Meetings, as well as appropriate workshops and conferences
Create monthly Board meeting agenda and supporting meeting materials
Document all Board actions by creating and maintaining meeting minutes
Set up/breakdown conference room; obtain refreshments for meetings
ACCOUNTING SERVICES
Accounts Payable – review input and process all invoices
Vendor administration
Update financial institution accounts monthly. Advise Board regarding investments/interest rates. Knowledge of Special District investment requirements/limitations
Payroll administration for Office Manager and 5 Board Members; includes monthly telephone filing and quarterly paper filing. Provide W-2 and 1099 information to Auditor
Establish preliminary annual budget
Provide information as required for annual audit
UTILITY BILLING – APPROXIMATELY 1,800 ACCOUNTS
Process and send out quarterly sewer bills - currently all mailed out via USPS; in future may develop/include e-billing
Process all billing payments – currently all via check/money order/cash; in future may include credit card, e-checks, electronic transfers Maintain customer records, make adjustments, establish new accounts, update changes of address and property ownership
Explain utility billing procedures and assist the public with questions/complaints
Pursue collection of delinquent accounts with resident letters, and if necessary via Lien action with Jefferson County
Annual billing to outside entities as required
MINIMUM QUALIFICATIONS
Approximately 5 years related experience in utility, general business, accounting or office management
High level of knowledge of Microsoft products – at a minimum, Word, Outlook, and Excel
Background with utility billing software such as Jayhawk JUBS/JUS
General accounting experience, accounts payable/receivable and reconciliation skills with QuickBooks
Familiar with video conferencing meeting software or related conferencing websites
Ability to understand, explain and enforce regulations and policies / write difficult correspondence and reports
As the sole District employee, regular attendance is required; must work with the Board of Directors to establish a plan to be in place if absence from the office is necessary. Capable of working independently on a daily basis
Drug Free Workplace
TRAINING/EMPLOYMENT
Position is permanent, half-time, in-office (no remote work) with hours 8:00 a.m. – Noon, Monday-Friday
Employment to commence January 2, 2023; compensated training prior to 1/2/23 to be determined
Salary commensurate with experience; benefits to be reviewed with potential candidate
Please contact the office at 303-424-9467 for application information
District Boundary Map
Click on map to enlarge.
