Finance/Administrative Specialist

Job Description

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/Administrative Specialist

Exempt/Non-Exempt: Non-Exempt

Reports to: General Manager

Pay Grade: Hourly $23 to $25 DOE

Full/Part-Time Position: Full-Time Position

Hours: Monday - Friday 9 am - 4 pm

General Position Summary

The employee shall be able to follow established policies, rules, and procedures adopted by the Rivergrove Water District. This position will be responsible for financial and administrative duties, practices, and procedures including customer service and billing.

Reports to

Works under the direct supervision of the General Manager.

Supervisory Responsibility

This position has no supervisory role.

Essential Functions/Major Responsibilities

It is not the intent of this description to list every task involved in this position. There will be duties that are not listed but will be required. Essential and other important responsibilities may include, but are not limited to, the following:

Primary Functions

• Maintain the District's fiscal accounting system in a manner consistent with current accepted municipal accounting principles and practices.
• Effectively perform data entry/retrieval, manual/computer accounting functions for accounts receivable and accounts payable and process bi-monthly billing.
• Process bi-weekly payroll and quarterly/annual payroll taxes to include W-2s, 1099s, and other financial forms as required.
• Track all expenditures for loan or grant projects and prepare disbursement requests to the proper federal or state agencies.
• Perform a wide range of administrative functions to include preparation of correspondence to customers on account status, service disconnection, and fee collection.
• Maintain the billing database with accurate customer information for starting/finalizing accounts and coordinate new customer agreements and deposit agreements.
• Responsible for the Records Management Program and maintaining the website with current Board packages, newsletters, budgets, and other information.
• Update/maintain written instructions in the How-To Book on all essential financial and administrative tasks.

Secondary Functions

• Provide daily customer support by answering phones, taking messages, and coordinating additional tasks with other employees as directed by the General Manager.
• Operate office equipment, arrange for repairs, and submit requests for office supplies and equipment to the General Manager for approval.
• Provide support as directed by the General Manager to the Board, Engineer, Attorney, and Auditor.
• Attend work-related functions and continuing education seminars by professional organizations.

Qualifications, Experience and Training Requirement for Employment

Mandatory:

Requires an associate degree in accounting or a 2-year degree in a business-related field of study, OR 3 to 4 years of accounting or business experience. A post-secondary degree is desired but not required. Basic knowledge of accounting principles, including receiving customer payments, and basic experience in QuickBooks and Excel.  Preference will be given to those with prior experience in municipal or government agencies. A valid driver’s license with an acceptable driving record is required.

Knowledge of:

• Rivergrove Water District policies, rules, and regulations.
• Generally accepted municipal accounting principles and basic principles of accounting.
• 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, and track suspense.
• Operate computers for the purpose of data entry, retrieval, and report generation.
• Compose timely and professional correspondence on own initiative and track all follow-up actions.
• Establish and maintain professional and acceptable behavior and communication, sometimes with occasionally angry or hostile customers, while maintaining the strictest standards of confidentiality.
• Establish effective working relationships among other employees, contractors, and the public.
• Answer questions and apply policies and procedures in person or over the phone with customers.
• Work independently, set priorities, and carry out assignments with minimal supervision.
• Use computer software packages such as Word, Excel, PowerPoint, QuickBooks Desktop, Adobe Acrobat, and the District billing software effectively and accurately.

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.

Employment Benefits

• EMPLOYMENT BENEFITS:
  • 12 paid federal holidays
  • 12 paid sick days
  • 12 paid vacation days
  • 2 paid Health & Wellness days
  • 100% Employer-paid medical, dental, vision, alternative care and 3 supplemental health plans from Aflac after 60 days of hire
  • Pension - 12% of gross pay to a deferred compensation retirement plan after 6 months
  • Tuition Assistance – up to $1,000 per fiscal year for approved classes
  • Quarterly employee luncheons

How to Apply

Applications are available on the website or may be picked up at the Rivergrove Water District Office, 17661 Pilkington Road, Lake Oswego, OR. You may also send an email request for an application to Rivergrove Water District email. Resumes may be attached to the completed application but will not be accepted in lieu of a completed job application. Completed applications can be returned by email.