Rivergrove Water District
We believe each employee makes a significant contribution to the District’s success. This position description is designed to outline primary duties, qualifications, and job scope. We expect each employee to offer their services, when asked, wherever necessary to ensure the success of the District.
Title: Finance/Admin Specialist
Exempt/Non-Exempt: Non-Exempt
Reports to: General Manager
Pay Grade: $23.75
GENERAL POSITION SUMMARY: The primary function of this position is to follow adopted policies, rules, and procedures of the District. This position will be responsible for all office functions, practices, and procedures including customer service, complex administrative duties, billing, and bookkeeping/accounting. Additional functions include monitoring the fiscal integrity of the District and maintaining financial records. The employee shall be able to follow established policies, rules, and procedures adopted by the Rivergrove Water District Board of Commissioners.
REPORTS TO: Works under the direct supervision of the General Manager.
SUPERVISORY RESPONSIBILITY: This position has no supervisory role. The employee is expected to develop and refine a majority of their work routine as well as carry out all assignments to completion, work independently, and coordinate work with fellow District employees and contractors.
ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES: It is not the intent of this description to list every task involved in this position. There will be some duties that are not listed but are still required to be performed. Essential and other important responsibilities may include, but are not limited to, the following:
PRIMARY FUNCTIONS
Daily and as Needed
•Maintain the District’s fiscal accounting system in a manner consistent with current accepted municipal accounting principles and practices in sufficient detail to produce adequate revenue, expenditure, and statistical data for management purposes and to meet statutory requirements.
•Effectively perform data entry and retrieval as well as manual/computer accounting functions for accounts receivable and accounts payable, including preparing journal entries.
•Promote effective customer and staff relations by pleasant and courteous exchanges at all times.
•Dispatch and receive messages from and to field personnel and the General Manager. Messages will be written down and include all pertinent details.
•Update the District billing database with accurate information concerning customer start and final accounts and coordinate the new customer agreement and deposit agreement program.
•Make timely transfers between investment and checking accounts to meet cash flow requirements.
•Prepare and transport District bank deposits to the bank.
•Maintain District’s website with current Board packages, newsletters, budgets and other information.
•File payroll and vendor reports following the required timelines by the Oregon Department of Revenue and the Internal Revenue Service for Medicare, social security, and state and federal withholding taxes, etc.
•Track all expenditures for loan or grant projects and prepare disbursement requests to proper federal or state agencies.
•Prepare correspondence to customers concerning account status when past due, pending shut off, and termination. Follow through with collections procedures of the District.
•Update/maintain written instructions in How To Book on all essential financial/administrative tasks.
Bi-weekly
•Perform bi-weekly payroll including making, distributing, and auditing time sheets; data entry; distribution of payroll; and report generation/submission. Coordinate all reports with Paychex to include quarterly and annual taxes.
Monthly
•Reconcile District bank and LGIP statements and complete an accurate reconciliation between QuickBooks and the Continental Utility Billing system.
•Prepare financial report from adequate records detailing all investments, expenditures, and revenues for each District fund account, and report the District’s financial integrity to the General Manager for presentation at the Board of Commissioner monthly Board meeting.
•Prepare bi-monthly billing upon receipt of reports from contractor on the 10th of the even months.
Yearly
•Assist with the annual budget and audit preparations.
SECONDARY FUNCTIONS
•Operate office equipment and arrange for repairs after notifying the General Manager in advance.
•Submit requests for office supplies and equipment to the General Manager for approval.
•Coordinate and work with other employees on those occasions assigned by the General Manager.
•Provide support as directed to the Board of Commissioners, Engineer, Attorney, and Auditor.
•Attend work-related functions and continuing education seminars by professional organizations with the prior approval of the General Manager.
•Attend District meetings or workshops when requested by the General Manager.
QUALIFICATIONS FOR EMPLOYMENT
Knowledge of:
•Rivergrove Water District policies, rules, and regulations.
•Generally accepted municipal accounting principles and basic principles of the budget process including Oregon Local Budget Law, municipal accounting, and fiscal reporting procedures.
•Technical information and principles to include correct English usage, spelling, grammar, punctuation, and principles of letter and report writing as well as modern filing and index methods.
•Office equipment, including knowledge of computer operation, processes, and techniques.
Ability to:
•Determine and set priorities; carry out assignments with minimal supervision.
•Operate computers for the purpose of data entry and retrieval and report generation.
•Compose correspondence on own initiative.
•Prepare accurate accounting reports and statements as well as develop financial records in a timely manner.
•Establish and maintain professional and acceptable behavior and communication, sometimes with occasionally angry or hostile customers.
•Establish effective working relationships among fellow employees, Board of Commissioners, Contractors, and the public.
•Answer questions and apply District policies and procedures in person or over the phone with customers and the public.
•Work independently, set priorities, and carry out assignments with minimal supervision.
•Work as a team member cooperatively.
•Use computer software packages such as Word, Excel, PowerPoint, Publisher, Access, and the District billing software effectively and accurately.
QUALIFICATIONS, EXPERIENCE AND TRAINING REQUIREMENTS
Mandatory
Requires an associate degree in accounting or a 2-year degree in a business-related field of study, AND 2 to 3 years of accounting or business experience.
OR, any equivalent combination of education, training, and experience that would likely provide the knowledge, skills, and abilities to successfully perform the essential functions of the position.
Experience working in a municipality or government agency preferred. Must possess a valid driver’s license with an acceptable driving record.
WORKING CONDITIONS
Environmental Conditions: All work is in an office environment.
Physical Conditions: Essential and secondary functions may require:
•Being able to walk, sit, or stand in one position, for prolonged periods of time.
•Maintaining a physical condition needed for light to moderate lifting of 30 pounds.
•Operating a motorized vehicle.
•Manipulating and using small items/tools as well as a computer keyboard.
•Operating, audibly hearing, and properly conversing on District telephones.
•Reading information on a video display terminal.
To Apply: www.rivergrovewater.com