********Job Title: Office Manager – Rural Water District #8*********
Job Summary:
The Rural Water District’s office manager is responsible for overseeing daily operations, financial management, customer service, compliance, and administrative support. This position requires strong organizational skills, attention to detail, and the ability to multitask while ensuring the efficient operation of the district office by learning and being continually familiar with the district’s By-Laws and Policy & Procedure manual.
This position is crucial in efficiently operating Pontotoc County Rural Water District 8 within the By-Laws and Policy & Procedures set forth by the board of directors while ensuring customer satisfaction, financial integrity, and compliance with Oklahoma state regulatory requirements.
Required Skills & Qualifications:
Experience in office management, accounting, or financial administration.
Proficiency in QuickBooks, Microsoft Office (Excel, Word), and billing software.
Strong organizational and multitasking abilities.
Excellent customer service and communication skills.
Familiarity with rural water systems, Oklahoma Open Meeting Act and Open Records Act is preferred.
Daily Responsibilities:
Open and prepare the office for daily operations, including managing payments, voicemail, and office systems.
Monitor emails and Google Calendar for scheduled items and respond appropriately.
Oversee and assist the secretary in reconciling customer payments, deposits, and cash drawer balancing.
Complete daily deposit paperwork, differentiate between water payments and other income, deliver deposits to the bank and pick up mail at the post office.
Verify daily credit card transactions and reconcile online payments with the operating account.
Provide customer service, including receiving and processing payments, answering billing inquiries, and managing work orders in billing software.
Assist in processing new customer paperwork and closing out previous accounts.
Complete work orders based on operator notes and adjust customer accounts as needed.
Balance cash, credit card and check payments, reconcile cash drawer, and ensure accurate payment postings.
Weekly Responsibilities:
Update and maintain employee time sheets.
Ensure the office and facilities are clean and functional.
Monthly Responsibilities:
Prepare and mail board member packets before board meetings.
Attend and take minutes at board meetings, presenting any office-related issues.
Process payroll biweekly and manage tax payments (EFTPS, OK Tap employee/employer taxes).
Address returned checks and auto drafts by adjusting customer accounts and notifying customers.
Arrange payment agreements and provide one-time leak adjustments for high bills.
Ensure office supplies are stocked, and office equipment is maintained.
Confirm all active accounts have current meter readings and process new customer account updates.
Maintain and update Diamond Maps with new meter installations and geographic data.
Send SMS and posted notices to notify customers of office closings due to holidays or inclement weather.
Annual Responsibilities:
Submit annual and regular meeting schedules to the county clerk.
Prepare and distribute an annual customer update letter and meeting notification.
Complete the Consumer Confidence Report for the Oklahoma Department of Environmental Quality (ODEQ).
Verify manual meter readings for active accounts with no water usage.
Attend insurance meetings and update employee and district insurance plans.
Process year-end payroll and tax documents, including W-2s, 1099s, and unemployment filings.
Prepare financial reports and documents for the annual audit.
Key Financial & Administrative Duties:
Reconcile bank statements and generate financial reports using QuickBooks and Excel.
Process vendor invoices, write checks, and manage accounts payable.
Prepare monthly board meeting materials, including financial statements, reports, and meeting minutes.
Ensure timely tax payments and submission of quarterly tax forms.
Manage past-due accounts, apply late fees, and coordinate service cutoffs.
Supervise and support the secretary, performing duties in their absence.
Maintain compliance with Oklahoma state statutes, open meeting laws, and bidding regulations.
Additional Responsibilities:
Work with engineers, attorneys, and contractors on district projects from planning to completion.
Maintain relationships with bank officials to manage district accounts and financing.
Stay knowledgeable about district water systems, meter operations, and high-usage concerns.
Work Schedule:
Full-time, Monday–Friday, with regular evening board meetings on the first Thursday of each month and occasional special/emergency board meetings.
ADDITIONAL INFORMATION:
$25 per hour will be paid for the first 90 day period of employment
After the first 90 days, regular full time salary will be decided and additional benefits will begin
Additional benefits include vacation, sick pay, retirement benefit, health and dental insurance, most holidays off
Applications will be taken for 30 day period