Job Description

L.A. Water Cooperative is a small, local water utility providing service to approximately 800 households in rural Washington and Yamhill counties, near Gaston, OR.

We are looking for an experienced office manager to join our tight-knit team of 5 people. The ideal candidate will be a self-starter who enjoys identifying and tackling administrative projects independently and also in partnership with other team members. In this role your contributions will be key to our customers enjoying fresh, clean water and excellent customer service.

The principal function of this position is to manage the day-to-day operations of the Cooperative’s office and business functions. This includes but is not limited to managing all aspects of the billing process, customer service, preparing reports for the board of directors, reports required by supervising state agencies, coordinating payroll and financial reporting, and preparing for the annual membership meeting. The Office Manager reports to the President of the Board of Directors.

The Office Manager is responsible for the following:

Billing:

· Managing all aspects of billing, including printing and reviewing RVS reports, maintaining RVS files, entering payments daily, preparing past due notices, and reviewing/approving payment plans and requests for leak credits.

Member Service:

· Responding to phone calls and correspondence.

· Handling member assistance requests and notices.

· Maintaining membership records.

Board:

· Preparing all necessary reports for board meetings.

· Attending meetings and taking minutes.

· Maintaining board files and meeting records.

Reports and Records:

· Assisting the Operations Manager with reports required by the Oregon Administrative Rules.

· Maintaining Maintenance and Leak Logs.

· Assisting with the Cross Connection Program.

· Issuing new Water Use Certificates and updating membership reports and records.

Financial:

· Coordinating payroll and maintaining payroll records.

· Assisting with Accounts Receivable and Payable.

· Maintaining banking records and financial files.

· Preparing financial reports.

· Submitting year-end financial information to the accountant for the Financial Report and IRS Form 990.

Annual Projects:

· Preparing for the Annual Meeting, including the mailing and the Consumer Confidence Report.

Project Management:

· Planning, organizing, and overseeing office and cooperative-related projects to ensure timely completion.

· Coordinating resources, schedules, and communication among stakeholders.

· Monitoring project progress (including expenses vs. budget) and adjusting plans as necessary to meet objectives.

Other:

· All other duties as assigned.

· General knowledge of office administrative policies and procedures.

· Proficiency with office equipment, computers, and accounting or business software.

· Basic mathematical principles.

· Customer service and utility billing procedures.

· Filing systems and organizational practices.

· Ability to effectively handle difficult customers in person and over the phone.

· Effective communication skills in English, both orally and in writing, with individuals and groups.

· AA degree in business or accounting preferred.

· Office management experience required.

· Experience in bookkeeping is preferred.

· Any combination of education and experience that provides the necessary knowledge, skills, and abilities will be considered.

· Strong communication, customer service, and interpersonal skills.

· Ability to organize and prioritize multiple projects while meeting expected standards of quality, accuracy, and timeliness.

· Ability to work highly independently and collaboratively with internal and external stakeholders.

· High level of accuracy and attention to detail in performing essential job functions.

· Strong project management and organizational skills.

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