Position Description. Office Manager

Transcription

1 Position Description Office Manager I. OBJECTIVE To promote management principles that will help the cooperative attain its desired objectives. To provide office management, administer policies and procedures with respect to office personnel. To assist the manager in the general management of the cooperative by contributing to the planning and controlling of the various functions of the cooperative operation. II. REPORTING RELATIONSHIP A. Report to: General Manager B. Directs: Accountant Receptionist/Cashiers (2) Data Processing Clerks (2) Communication Specialist Others as assigned III. RESPONSIBILITIES A. Organization 1. Periodically review office management activities and recommend to the manager the organization structure best suited achieving objectives in conformity with approved plans, delegate responsibility, and authority to his immediate staff. 2. Select and assign personnel of his/her department subject to the manager s approval. 3. See that personnel are thoroughly trained to meet the requirements of their respective positions. 4. Periodically appraise the performance of office personnel and provide the necessary coaching and counseling to improve their performance. 5. Recommend to the manager changes in salary or status of office personnel in accordance with approved salary plan. 6. Develop and maintain morale and team spirit and recognize accomplishments. B. Operations 1. Planning a. Develop and recommend to the manager, policies on the extension of credit to members and others. b. Participate with other members of the management staff in the development of short and long-range plans. c. Evaluate methods and procedures in the use of forms, processes and equipment.

2 Position Description Office Manager Page 2 d. Develop plans with respect to office management functions and update personnel regarding procedures which affect them. e. Assist in planning, organizing, and hosting annual membership meeting. 2. Directs a. Explain position descriptions for all assigned functions and observe that all duties, responsibilities, and authorities are understood and carried out by those under his/her supervision. b. Direct the maintenance and purchase of office equipment and office supplies. c. Maintain personnel records. d. Maintain property insurance records. e. Establish work load for the department, including the establishment of vacation schedules and holidays. 3. Perform personally or delegate completion of the following: a. Cash Management and Short-Term Cash Investments 1) Daily review and update current cash position. 2) Schedule short-term investments to cover projected cash needs. 3) Initiate new short-term investments as cash surplus allows. 4) Monitor existing short-term investments for renewal or liquidation, as needs dictate. b. Computer Network Administration 1) Monitor server activities and respond to problems/errors. 2) Install new programs and updates to server and/or personal computers. 3) Monitor and update anti-virus software on personal computers. 4) Monitor personal computers for performance and initiate upgrades as needed. 5) Perform minor routine maintenance and upgrades to hardware. 6) Obtain and coordinate professional services as needed. 7) Establish new users on network and IBM System 7 as needed. 8) Responsible for data backups and off-site storage. c. Assist with applicant interviews for office positions and recommend the hiring of same. d. Develop new accounting practices as required and review with department personnel. Review for implementation and accuracy. e. Review accounts receivable and supervise collection procedures on past due accounts. f. Countersign cooperative checks.

3 Position Description Office Manager Page 3 g. Process all property, liability, and employee benefit insurance claims. h. Develop financial forecast and loan applications related to cooperative construction work plans. i. Responsible for all facets of Employee Benefit Administration. j. Coordinate with general manager and staff to produce annual Work Plan and Budget. k. Calculate monthly power cost adjustment for use with consumer electric billing process. l. Supervise all aspects of consumer billing, capital credits, and accounting processes. m. Annual financial audit and periodic Rural Utilities Service (RUS) audit. n. Coordinate and implement Wellness Program. o. Responsible for issuance, accuracy, and timely remittance of all tax returns. p. Annual property, liability, and workers compensation insurance coverage review and request insurance quotations as required. q. File the following reports: 1) Annual OSHA year-end Form 300 Report 2) Annual Minnesota Cooperative Electric Association Report on Real Estate and Personal Property 3) Iowa Electric Cooperative Annual Report 4) Annual Minnesota Unclaimed Property Report 5) Biennial Iowa Report for a Cooperative Assn. with Capital Stock 6) Annual US Department of Energy Electric Power Industry Report 7) Minnesota Electric Utility Annual Report 8) Monthly Safety, Reliability, and Service Quality Report r. Maintain Operation Round Up records and assist with Round Up board meetings. s. Maintain records of Jay York Scholarship Fund. t. Calculate annual FASB 106 liability estimate. u. Process monthly automated meter reading data and upload to electric billing software. v. Periodically revise Outage Management System database with new consumer billing information and electric distribution model changes. w. Other duties as assigned by the General Manager. 4. CONTROLS

4 Position Description Office Manager Page 4 IV. RELATIONSHIP A. Internal Maintain departmental compliance with federal and state laws, regulations, contracts, leases, and licenses. 1. General Manager To collaborate with regarding office matters; to review major activities and inform him of major problems or developments; and to obtain information, guidance, and necessary approvals. 2. Other Departments - Confer with, advise, inform and direct cooperation with other departments to assure compliance with the ideals and objectives of the cooperative. B. External 1. Banks To establish business relationships with bank employees and officers. 2. Consultants To maintain a working relationship with private auditor, RUS personnel, and other outside consultants. 3. Members To keep informed of member activities, answer questions and counsel with members: to participate in membership meetings and assist in the maintenance of sound member relations. 4. Public and Community To represent the cooperative as necessary, or assigned, in community functions. V. QUALIFICATIONS A. College graduate with bachelor degree in accounting. Training in human resource management and data processing is desirable. B. Ability to plan and organize day-to-day financial, accounting, and billing functions of the cooperative. C. Ability to supervise and communicate effectively with office and related employees. D. Ability to communicate effectively with consumers. E. Sympathetic to the cooperative s principles.

5 Position Description Office Manager Page 5 PHYSICAL DEMANDS & ENVIRONMENTAL CONDITIONS Job Title: Office Manager Department: Office Services Date: March 2014 Data collection method(s): Observation - Interview Physical demands required to perform job duties Activity Standing Walking Sitting Lifting/Carrying Twisting/Pushing/Pulling Climbing/Balancing Kneeling/Crawling Talking Hearing Communication Visual Ability Bending Gripping/Grasping Other Physical Demands Occasionally stands Frequency Examples Occasionally walks within headquarters building to gather and discuss material. Frequently sits to perform job functions. Occasionally lifts/carries materials weighing up to 40 lbs. Occasionally twists/pushes/pulls to file or retrieve material... Frequently talks with department employees, gives presentations and disseminates information to others. Frequently takes part in meetings and listening to NCE employees, customers and business associates. Frequently communicates with NCE employees, customers and other business associates doing business with NCE. Frequently inspects written material and uses office machines....

6 Position Description Office Manager Page 6 Exposure to outdoor conditions: extreme cold/heat, precipitation Low visibility Extreme noise Moving parts Electric shock High, exposed places Radiant energy Exposure to chemicals Vehicular traffic CRT screens Slippery conditions Other environmental conditions Environmental Conditions Examples Occasionally works with bursting machine and letter folding machine, postage meter Occasionally drives to attend meetings Heavy use of PC hours per day Occasionally encountered while traveling This analysis of the physical demands and environmental conditions accurately reflects the duties performed by incumbents in this position. Job Title: Office Manager Department: Office Services Supervisor: Richard G. Burud Incumbent: Bradley Spartz