District Manager

The District Manager will supervise District staff. Responsibilities include administration, risk management, financial management and budgeting, grants management, contracting, working with the board on the annual plan of work, long range plan and other required reports and other duties as needed. Demands/Complexity: The District Manager position is complex and varied in its scope of work. Individual tasks are exacting, requiring high accuracy, particularly financial record keeping and tax reporting. The District Manager must also deal with inflexible deadlines for tax and grant reporting and payments. Recurrent payroll and workshop deadlines are also demanded of the District Manager. The District Manager will become familiar with the following chapters of the Oregon Revised Statutes (ORS) and associated Oregon Administrative Rules (OAR): ORS-568 SWCD Law; ORS-192 Public Records and Meetings. The District Manager must also know and adhere to policies established by the District Board of Directors. The District Manager works closely with and reports to the District Board. The District Manager is expected to exercise initiative in carrying out assigned responsibilities with minimal guidance.

BROAD SCOPE OF RESPONSIBILITES:

• Manage District employees ~ ensuring that they have the tools and protocols in place to carry out successful projects that the district is involved in
• Provide guidance on potential projects, project implementation, grant management, personnel policies and vehicle maintenance, to name a few things
• Ensure that budgets for staff have funding available for the next yearly cycle and adjust as projects are added and completed
• Administer public funds accounting, budget administration and financial reporting
• Prepare Required Quarterly Reports, Annual Report and Annual Audit/Review
• Process bi-weekly payroll and associated payroll liabilities
• Provide administrative support to District Board
• Coordinate day-to-day office functions and activities

ESSENTIAL FUNCTIONS / MAJOR DUTIES:

Administration:

• Reserve rooms at various venues for meetings, workshops and other events
• Maintain distribution lists for newsletters, minutes and other mailings
• Maintain all required district files and archives, both paper and electronic
• Develop, monitor and maintain contracts with vendors, contractors and service providers in accordance with Oregon Law
• Keep and maintain the Personnel Management Handbook; District Board is to be advised when any changes are required
• Represent the District at various meetings and functions (representation may be required outside of the normal workday)
• Collaborate on workshops, grants, and special projects as assigned
• Prepare Oregon Department of Agriculture (ODA) Scope of Work reports and submit quarterly reports to ODA outlining tasks accomplished and financial activity reports as required
• Prepare yearly insurance renewal.
• Compile, design and submit District Annual Report
• Other duties as assigned by the Board of Directors. Board meetings:
• Prepare agendas and board meeting packets
• Arrange and reserve meeting venue, provide refreshments and set up meeting room for in-person attendance and also set up virtual option (required by law)
• Take minutes at board meetings, transcribe and format board minutes for approval
• Develop and organize materials for the District Board Meetings
• Prepares and submits meeting notices for publication to media Financial Management/Bookkeeping:
• Assist the District Board in Annual Budget Process and Preparing annual budgets in conformity with local budget law
• Maintain system of financial accountability in accordance with established policies, monitoring and controlling expenditures to remain within approved spending limits
• Keep the board of directors fully informed about the district’s financial position through detailed monthly Treasurer’s reports
• Annually prepare Management Discussion and Analysis of the district’s financial statement in conjunction with the Report in Lieu of audit, or Review as required
• Maintain accurate district financial records using QuickBooks software.
• Maintain a record of the budget that includes all income and expenses. This includes all accounts in the general budget and special fund accounts, in accordance with District policy and Oregon Public Budget law
• Monthly bank reconciliation
• Serve as accounts receivable clerk, tracking funds due to the district.
• Prepare deposit slips and deposits funds received in district accounts
• Prepare invoices as necessary to bill clients, conservation partnerships, etc.
• Serve as accounts payable clerk, tracking funds owed by the district
• Validate all invoices received by the district
• Prepare disbursement of funds to pay all bills and encumbrances incurred through the operation of the District in accordance with District policy. Prepare checks for signing by the Treasurer
• Prepare monthly financial activity report for board review

Payroll:

• Inputting staff timesheets to ensure all funds are appropriately designated to proper fund accounts
• Preparing payroll for direct deposit twice monthly
• Maintains payroll, benefits and associated records
• Prepare quarterly tax reports and tax payment checks for signature.
• Prepare required year end payroll reports including W-2’s and transmittals.
• Submit all reports and payments required to appropriate agencies – Oregon Department of Revenue, Internal Revenue Service, State Employment, etc.
• Prepare and complete annual SDAO Workmen’s Comp Audit Grants:
• Manage district contracts and grants. Monitor grant activities and submit all grant reports on time.
• If information is needed for a report from District personnel, advise appropriate personnel of the information required for reports to be filed on time.
• Work with project funders to maintain agreements, contracts, work statements, project budgets, and reporting formats
• Closely track project progress, financial status, due dates and deliverables
• Take action as necessary to ensure projects are completed on time and within budget with all deliverables met