Office Manager

Bangor Water District • Bangor, ME, US • 6d ago

Job Title: Office Manager Classification: Exempt

Department: Business Office Other:

Reports To: Director of Finance Supervisory: Yes
Position Type: Full-time

GENERAL SUMMARY: Under the general direction of the Director of Finance, the Office Manager supervises and manages billing, collections, customer service, and other office functions, including providing clerical support for the district.

ESSENTIAL JOB FUNCTIONS:

The essential functions or duties listed below are intended only as illustrations of the various type of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Manages scheduling of assigned office personnel to meet district needs.
Participates in hiring, evaluating, and disciplining assigned personnel.
Serves as office liaison with other district departments.
Supervises department to ensure billing, accounts receivable, and collections are done timely and accurately and in conformance with district and Maine Public Utilities Commission (MPUC) requirements.
Manages staff response to inquiries and customer concerns by answering questions, explaining district policies and practices, and investigating issues.
Participates in daily customer service functions.
Reviews billing information for problem accounts, meter changes, and analysis of rates and consumption.
Reviews payment and collection information for problem accounts and customer issues.
Performs month-end and year-to-date reconciliation and reports for billing and collections.
Maintains front office procedure manuals as processes change.
Finalizes and files annual MPUC Consumer Assistance and Safety Division report.
Prepares correspondence, letters, forms, reports, meeting materials, and related documents.
Ensures daily incoming and outgoing mail is dispatched.
Ensures cash register reconciliation is completed.
Monitors and orders office supplies and forms and makes recommendations on purchase of office equipment.
Assists with office phone system and IT contracts.
Prepares Board documents, sets up for and attends meetings, and takes minutes of meetings.
Maintains Board of Trustee Information and Policy Manual.
Assists with cross-connection program by creating the mail merges and mailing the initial backflow letter, the reminder letter and disconnection letter, and filing all paperwork.
Acts as liaison with sewer department, other City departments, MPUC’s CASD division, and other entities as required.
Prepares annual newsletter and Board of Trustees’ annual report for approval.
Assists with district website and social media page.
Performs necessary functions of the Billing Clerk and Office Assistant in their absence.
Must get along with others and work in a professional manner.
Maintains regular, predictable, and reliable attendance.
Maintains excellent communication and fosters a collaborative working environment with all departments as well as with the public.
Places an emphasis on safety, efficiency, quality, and productivity.
Ensures that the District adheres to an effective safety program.

· Responds to emergencies at all hours, in all weather conditions, as necessary.

· Follows all District policies.

· Performs related duty and special projects, as assigned.

KNOWLEDGE/SKILLS

· Knowledge of standard office practices and ability to use office equipment.

· Knowledge of Microsoft Office

· Knowledge of office administration and clerical requirements

· Knowledge of computerized billing and accounts payable/receivable

· Excellent grammar, spelling, and punctuation

· Proficient oral, written, and interpersonal communication skills

· Effective leadership and supervisory skills

ABILITY TO:

· Type with speed and accuracy

· Effectively communicate verbally and in writing

· Maintain effective working relationships with the staff, District Trustees, customers, and other agencies.

· Interact with co-workers, customers, the Board of Trustees, and members of the general public in a professional, courteous, effective, and tactful manner.

· Create and maintain accurate records and files.

· Implement standard operating procedures and Maine Public Utilities Commission regulations pertaining to billing and service issues.

· Manage multiple tasks in a detailed and effective manner.

Attend any required or recommended courses or training.

RECOMMENDED MINIMUM QUALIFICATIONS

Experience and Education/Training:

Associate degree in business management or the equivalent, preferred.
Three (3) to five (5) years of related office management, demonstrated supervisory or management experience.

Licenses/Certifications/Other:

· None

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS:

Work Environment:The work environment involves everyday discomfort typical of a municipal office setting subject to frequent interruptions. Noise or physical surroundings may be distracting, but conditions are generally not unpleasant. This job operates in a professional office environment and routinely uses standard office equipment such as computers, phones, photocopiers/scanners, filing cabinets, and fax machines.

Physical Requirements: While performing the duties of this job, the employee is regularly required to remain in a stationary position at least 50% of the time. The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc. and occasionally move boxes weighing up to 20 pounds across office for various needs. Frequently operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer. The person in this position must have the ability to communicate information and ideas so others will understand and must be able to exchange accurate information in these situations.

The above statements are intended to describe the general nature, requirements, and level of work being performed by people assigned to do this job. The above is not intended to be an inclusive or exhaustive list of all responsibilities and duties required.

External and internal applicants, as well as position incumbents who become disabled, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.

Pay: $60,085.00 - $87,122.00 per year

Benefits: