Office Manager

Job Description: Office Manager

Position: Office Manager

This position has direct responsibility to the Director and the Board of Supervisors

Objective: Assist the Director, Soil and Water Resources Manager, Programs Manager and the Natural Resources Conservation Service (NRSC) personnel in promoting conservation practices on the land of the District and with other responsibilities relating to our natural resources.

Qualifications: A team player with a strong work ethic, attention to detail and interest in the conservation field.

-Minimum of an associate’s degree in business, accounting or another related field. 3 or more years of appropriate experience can replace degree requirements.

-Advanced knowledge of MS Office and financial systems and software (Quick Books)

Duties and Responsibilities:

1. The Office Manager may be the first to meet and greet the public in many instances. To cope with this responsibility and assist with the development of a well-rounded conservation program, the Office Manager should:
2. Know specific functions of the District
3. Be familiar with the Memorandum of Understanding with:
4. USDA/NRCS
5. USDA/FSA
6. All others MOU’s
7. See the MOU folder
8. Be familiar with conservation practices i.e., farmstead windbreaks, field windbreaks, wildlife tree plantings, grassed waterways, crop residue use, crop rotation, etc. (See NRCS staff for assistance). 
9. Be familiar with the Handbook for Soil Conservation District Supervisors.
10. Have an awareness of agricultural programs related to the SCD
11. Be familiar with and be able to use computer program QuickBooks- Pro to maintain the District’s financial records.
12. Field work when needed, especially during tree bundling and planting in the spring

1. The Office Manager
2. Secretarial
3. Type correspondence from District
4. Answer routine correspondence
5. Receive, review and route mail
6. Assemble and dispatch outgoing mail
7. Prepare meeting agenda
8. Organize and attend Monthly Board Meetings and Special Board Meetings. Type and assemble meeting minutes and financial reports. 
9. Proofread newsletters before being sent to printers
10. Assist in the planning and the preparation for the NDASCD Annual Meeting.

2. Clerical

1. Keep records and compile data for monthly and special board meetings.
2. Anticipate and determine needs for office supplies and order needed material after appropriate approval.
3. Maintain SCD scrapbook. (Minutes, agendas, etc).
4. Provide communication and correspondence with board members as necessary to keep them informed of important district and conservation issues.
5. Maintain SCD records as prescribed by ND Soil Conservation District Law and the State Soil Conservation Committee.
6. Maintain standardized filing system for the District
7. Update Employee Handbook
8. Update Annual Plan of Work
9. Update Long Range Plan
10. Update website
11. Update tree store inventory
12. Supervisor meeting and mileage tracking
13. Update mailing lists: Ladies Ag Night & Newsletter
14. Coordinate SCD tree inventory and sales with Programs Manager
15. Other duties as established by the Director and District Supervisors
16. Financial:
17. Accounts Receivable/Accounts Payable
18. Payroll
19. Prepare budget
20. Prepare Bond biannually
21. Assist Director in preparing financial report necessary for application of Mill Levy
22. Prepare annual financial reports: submitted to Cass County Auditor
23. Prepare quarterly District Expense Report for NRCS
24. MN Revenue: quarterly deposits and return
25. ND Revenue: quarterly deposits and return
26. IRS: monthly deposits
27. IRS: quarterly return
28. Jobservice – Unemployment: quarterly deposit and return
29. Sales tax return and payment
30. W-2’s
31. 1099’s
32. Grant reimbursement requests: DART, District grants, etc
33. Monthly Reconcile Visa, Checking and Money Market accounts
34. 4 . Human Resources
35. Benefit administrator
36. Seasonal employees new hire paperwork
37. W-4’s
38. ND reciprocity forms for MN residents
39. Child Support reporting to ND Human Services for all new hires
40. Workforce Safety Insurance paperwork and payment
41. Information and Education Responsibilities
42. Ladies Ag Night
43. Eco-Ed
44. Software Program Knowledge
45. Intuit QuickBooks
46. Microsoft 365 Suite
47. BENEFITS: See District “Compensation & Benefits Package “

1. PERFORMANCE REVIEW:

A formal review will be completed by your supervisor on a yearly basis and will be discussed with you. Your performance rating is an overall evaluation of your performance in the judgment of your supervisor. It will be the basis for any merit pay increases granted by the District board.

Salary/Compensation: $28.00 - $32.00 per hour