Office Manager and Bookkeeper

Rural Water District #3, Kay County Office Manager and Book Keeper

Reports to

District Board

Overall responsibility

Employee will perform bookkeeping and routine office services for and on behalf of the

District to enable said District to operate in an efficient and dependable manner.

Key areas of responsibility

A. Office Services

1. Receive and post payments in the District’s computer.

2. Deposit funds received in the District’s bank account and verify deposits with posting records.

3. Notify any customers of problems with readings/payments.

4. Notify customers who owe $10.00 or more after posting their payment.

5. Run a daily receipts computer printout after last posting each day.

6. Receive requests for new service and service transfers.

7. Receive correspondence and contact Board members as needed.

8. Answer user questions about their account as appropriate.

9. Refer all calls appropriate for or requiring Board member (‘s) action.

10. Issue letters as directed by the Board.

11. Maintain files (paper and computer) a. copies of all correspondence b. customer files c. other files

12. Ensure all required filings are made with the County Clerk. a. Regular meeting dates (Yearly) b. Notification of special and/or emergency meetings

13. Perform routine cleaning of facility to maintain a professional appearance.

14. Maintain an up-to-date inventory of District owned supplies and equipment, i.e., recording deliveries and issues to District’s maintenance contractor.

15. Other duties as assigned, that fall under office managerial type services.

B. Monthly Services

1. On the 16th of each month after the last posting, employee will apply late charges to accounts having a greater than $10 balance.

2. On the last working day of each month, employee will perform end of month processing. a. Verify receipts = deposits b. Verify accounts past due c. Print required reports d. Backup RVS data

C. System and Equipment location and maps

1. Assist in maintaining at the District Office updated system maps and prints.

D. Meetings

1. Monthly Board meeting. Employee will meet with the District

Board at their regular monthly meeting which is the second Thursday of each month or as requested by the District Board. Employee must be able to answer questions about District bookkeeping, billing and administrative issues and will: a. Present financial report to Board b. Present all bills received to Board c. Issue checks to pay bills as appropriate

E. Annual Oklahoma Rural Water Association Meeting.

1. Employee will attend training as directed by the Board.

F. Required District errands during office hours.

1. A note will be left on the door with approximate time that you will return.

2. Leave a message on the answering machine with approximate time that you will return.

Consults with:

KRWD #3 customers

Kay County Clerk Office, files easements

District Board

Maintenance personnel and office staff

Engineer on new meter applications, and mapping

Ponca City planning commission on applications of 5acres or less, or commercial

Auditor

Banks

Office Hours and Other Time Requirements

1. Monday-Friday 9:00am-5:00pm

2. Office open to customers

Monday, Wednesday, Friday

1:00 p.m. to 5:00 p.m.

2. Board meetings as required.

3. Additional time required to fulfill job requirements, as requested by Board

Chairman, and employee will be compensated for these extra hours.

Qualifications

Computer literate in:

• Word
• Excel
• RVS (with training)

Accounting experience

Strong sense of customer service

Good organizational skills

Job Type: Full-time

Pay: Up to $40,000.00 per year

Benefits:

• Flexible schedule

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Ponca City, OK 74604: Reliably commute or planning to relocate before starting work (Required)

Language:

• English (Required)

Work Location: One location