Office Manager

(Not Available) • Milton, FL

399d • $47,008 - $72,675

About The Position

The Office Manager position at a well-established company in Milton, Florida, involves overseeing office staff and ensuring compliance with USDA regulations. The role requires direct reporting to the Board of Directors and encompasses a variety of administrative and supervisory responsibilities.

Requirements

• High school diploma or equivalent
• Four years of experience performing fiscal accounting, bookkeeping or specialized financial record keeping, including accounts receivable
• Proficient in QuickBooks software, Microsoft Word, Excel and Outlook
• Knowledge of Utility Billing System processes and procedures
• Understanding of time keeping procedures and processes
• Familiarity with accounting and bookkeeping principles and procedures
• Knowledge of accounts receivable policies, procedures and internal controls
• Strong public contact and customer service skills
• Ability to perform mathematical calculations
• Application of supervisory techniques
• Planning, organizing, and prioritization skills
• Ability to work under pressure in a multi-task environment
• Ability to perform accounting tasks of considerable difficulty
• Proficient in using a computer and accounting related software
• Ability to plan, organize, prioritize, and coordinate the work of clerical staff
• Ability to proof own work and the work of others
• Effective communication skills, both orally and in writing
• Ability to collect, organize and evaluate data to develop logical conclusions
• Comfortable sitting for long periods of time

Responsibilities

• Prepare and submit all compliance reports to USDA
• Maintain all files, records and correspondence to USDA
• Prepare and submit Annual Audit to USDA
• Assist the Operator with all forms needed for DEP and NWFWMD filing
• Provide a list of meter readings for Pace Water System from December thru February
• Review, approve, scan and submit all invoices for payment
• Prepare information for monthly Board Meetings
• Attend Board Meetings
• Keep and calculate hours worked on weekly time cards
• Maintain payroll deductions/other pays
• Maintain all personnel records in accordance with current privacy guidelines
• Prepare and submit monthly, quarterly and annual payroll reports and taxes
• Prepare and issue all payroll checks
• Submit all verified reports to Accounting Clerk to pay taxes as required and maintain all tax records
• Provide Accountant with all required information and records necessary for preparation of the annual audit
• Prepare annual budget for review/approval by Board of Directors
• Attend all board meetings for review of financial reports and to answer office operational questions as necessary
• Take meeting minutes for Board Meetings and type up for approval at next meeting
• Provide information from records as requested by attorney, engineers, accountants, Board Members, etc.
• Provide/coordinate company benefits to employees
• Assist the Board of Directors in the selection of personnel and employee evaluations as requested
• Train/cross-train office employees and promote safety and exceptional customer service
• Assist employees with difficult tasks when necessary
• Take over the duties of the A/R, A/P and Accounting Clerk as needed/necessary
• Promote smooth business operations, good public relations and customer service
• Delegate to office personnel selected duties
• Assist customers by providing information about their accounts and answering questions about their account, company policies and operations
• Operate the drive-thru as needed
• Assist customers with new service, disconnects and making payments as needed
• Maintain company website
• Issue boil water notices as required by DEP
• Review list of customers who are subject to disconnect
• Review meter readings to verify they are correct before processing billing
• Approve monthly water billing and submit to billing service for issuance of customer statements
• Review all company emails and respond accordingly
• Provide guidance in the operation of the Office Security System
• Record/update as required and secure the access codes for the Office Security System
• Operate the office telephone system
• Coordinate tasks of reading water meters, ensuring accuracy of meter information
• Fill out service orders as needed and address any unusual situations
• Complete bill adjustments/consumption adjustments to customer water account
• Verify purchases with the Operator
• Maintain all software to include Springbrook Software and QuickBooks by installing updates and keeping up on software support

Benefits

• $23/hour pay
• Health, Dental, and Vision Insurance
• Matching 401k
• Potential for permanent position after 600 hours worked

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED