LOGAN COUNTY RURAL WATER DISTRICT #2
OFFICE MANAGER ASSISTANT
To inquire, please call the office at (405) 969-2646 or e-mail at logancountyrwd2@yahoo.com.
GENERAL OVERVIEW
The Office Manager Assistant performs a variety of clerical, customer service, and administrative duties in support of the Rural Water District’s daily operations. Responsibilities include assisting customers, processing payments, maintaining records, answering telephones, preparing correspondence, and providing support for billing, office administration, and other district functions. This position helps ensure efficient office operations while providing courteous and professional service to the public.
The position shall be a non-exempt position that will require a Laboratory C Operator license issued by the Oklahoma State Department of Environmental Quality. It is understood that the employee must remain current continuing education requirements.
CLASS CHARACTERISTICS
The class of Office Manager Assistant is a second level class who reports directly to the Office Manager.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Customer Service
Serve as primary point of contact for customers
Answer phones, e-mails, and walk-in inquiries
Receive new service applications and service transfers, ensuring all paperwork and payments are submitted
Keep record of customer communications
Resolve customer complaints or refer issues to Office Manager
Explain billing, rates, fees, and district policies
Maintain positive relationships with customers and the public
Billing and Collections
Post customer payments received by cash, check, credit card
Prepare late notices and shutoff notices
Financial Administration
Record customer payments in ledger book
Board Administration
Attend board meetings and take minutes as needed
Post meeting notices in accordance with Oklahoma Open Meeting Act as needed
Records Management
Maintain customer files
Retain records according to applicable retention schedules
Respond to public records requests
Office Administration
Maintain office equipment
Schedule meetings and appointments as needed
Compliance
Ensure compliance with district policies
Maintain required permits and licenses
Utility Operations Support
Coordinate with field personnel regarding work orders
Assist during emergency water outages by communicating with customers
Assist with utility locate requests and accurately record responses
Technology
Proficiency in accounting software
Send out alerts as necessary
Other Duties
Perform other duties as assigned
Laboratory testing
Perform routine cleaning and organizational tasks to promote a safe and professional work environment
KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of utility billing systems
Strong customer service skills
Excellent verbal and written communications
Ability to maintain confidentiality
Proficiency with Microsoft Office (Word, Excel, Outlook)
Knowledge of bookkeeping principles
Strong organizational and time management skills
Ability to multitask in a fast-paced office environment
Ability to interpret district policies and procedures
Knowledge of the Oklahoma Open Meeting Act and Open Records Act
Ability to work independently with minimal supervision
MINIMUM QUALIFICATIONS
High school diploma or GED
One year experience working in office environment preferred
Experience performing general office and clerical duties preferred
Experience with municipal or utility billing software preferred
Experience using common office equipment and computer software in a professional office environment preferred
Valid Oklahoma driver’s license
PHYSICAL REQUIREMENTS
Ability to sit for extended periods
Ability to occasionally lift up to 25 pounds
Ability to use computers, phones, and standard office equipment
Occasional walking, standing, bending and reaching