Office Manager at 1803 Electric Cooperative in Baton Rouge, Louisiana

Job Description:

SUMMARY: Under the overall guidance and executive direction of the Chief Financial Officer, (CFO) the

incumbent supports and assists with the organization's accounting, human resources, payroll,

procurement, inventory, and tax reporting activities to ensure the organization stays in compliance with

applicable laws and regulations, financial institutions, and regulatory entities. The incumbent provides

office management services by ensuring the day-to-day activities of the office are performed and assists

and provides support to all staff.

SUPERVISORY RESPONSIBILITIES: As assigned by the CFO.

ESSENTIAL DUTIES AND RESPONSIBILITIES: Include the following and other duties as may be assigned:

1. Assists with a broad range of strategic and business-related issues, special projects, planning,

budgeting preparation and reviews, and the development of action plans to respond to

unexpected situations and opportunities per management's discretion.

2. Develop and maintain a productive, and ongoing relationship with the Board of Directors,

member cooperatives, staff, lenders, contractual counterparties, regulators, and other entities.

3. Assists with analysis, consolidations, and cost accounting procedures together with other

statistical and routine reports.

4. May be required to participate in/on internal committees, professional organizations, and other

related groups.

5. Assist the CFO by providing and applying procedures and computer application systems necessary

to maintain proper records and to afford adequate accounting, internal controls, and services.

6. Responsible for assisting with the overall appearance of the office.

7. Prepares the office for board meetings to include ordering lunches, assisting with preparing board

packets and other duties that may be requested.

Financial Services:

8. Design and implement financing, accounting; and federal, state, and local tax reporting.

9. Assist the CFO in aiding with the security of funds, securities, and assets of the organization.

10. Assist the CFO with efforts to insure effective cash management.

11. Assist the CFO with managing the organization's financial position and issues periodic reports on

organization's financial stability, liquidity, and growth. Assists with preparing financial and

statistical information for Management and the Board of Directors. Assist with preparing financial

or regulatory reports to various Federal, State, and local entities as required.

12. Assist with the establishment, operation, and reporting functions of financial planning and budget

processes including financial plans, O&M and capital budgets, budget tracking and reporting

systems.

13. Assist with ensuring that financial records and reporting comply with applicable accounting

standards including those prescribed by the Louisiana Public Service Commission (LPSC), the Rural

Utility Service (RUS), the Federal Energy Regulatory Commission (FERC), the Financial Accounting

Standards Board (FASB), taxing authorities and other appropriate entities.

14. Assist in the A/P process to ensure payments to all counterparties and service entities are

processed in a timely manner, in accordance with the company's policies and procedures,

pursuant to approved invoices.

15. Assist in the maintenance of continuing property records of the cooperative.

Procurement Services:

16. Assist the CFO with inventory control procedures and warehousing processes for receipt and

disbursement of materials and supplies necessary for completion of maintenance and

construction projects.

17. Assist the CFO with investment recovery activities to optimize value of assets that are beyond

their useful life or no longer required.

Office Management/Human Resources:

18. Provide office support for all staff as assigned including, but not limited to, data entry, copying,

creating and scheduling in-person and virtual meetings, and similar office support functions.

19. Perform and assist with data entry, developing spreadsheets, letters, record keeping systems,

copying, organizing agendas and supporting documents, preparing documents for signature and

departmental needs as required or requested.

20. Assist with ensuring smooth office operations, including payment of office related expenses,

arranging adequate phone, internet, utilities, and other required services.

21. Assist with employee benefit programs, state, and federal mandated programs such as workers

compensation in compliance with law, regulation and Board Policies.

22. Prepare payroll, payment distribution, payroll related taxes, and all payroll related reporting.

COMPETENCIES: To perform the job successfully, an individual should demonstrate the following

competencies:

Strategic Thinking: Develop strategies to achieve organizational goals; Understand organization's

strengths & weaknesses; Align work with strategic goals; Adapt strategy to changing conditions.

Planning/Organizing: Prioritize and plan work activities; Use time efficiently; Plan for future

resources; Set goals and objectives; Effectively organizes or schedules people and their tasks; Develop

realistic work plans.

Cost Consciousness: Works within approved budget; Develops and implements cost saving measures;

Conserves organizational resources.

Oral and Written Communication: Speaks clearly and persuasively in positive or negative situations;

Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills;

Participates in meetings; Writes clearly and informatively; Varies writing style to meet needs; Presents

numerical data effectively; Able to read and interpret written information.

Judgment: Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports

and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes

timely decisions.

Interpersonal Skills: Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to

others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries

new things.

Diversity: Shows respect and sensitivity for cultural differences; Promotes a harassment-free

environment; Builds a diverse workforce free of discrimination or favoritism.

Customer Service: Manages difficult or emotional customer situations; Responds promptly to

customer needs; Solicits customer feedback to improve service; Responds to requests for service and

assistance; Meets commitments to customers.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential

duty satisfactorily. The requirements listed below are representative of the education, experience,

knowledge, skills, abilities, and behaviors required.

Education and Experience: High School Diploma or equivalent required, associate degree in

accounting, Finance, or Business Administration or an equivalent degree preferred.

Five (5) years in an office management role. Previous experience in the utility environment, inclusive

of electric utility accounting is preferred.

FERC/RUS Uniform System of Accounts; FERC/RUS accounting rules and applicable regulations;

experience or working knowledge in procurement processes and materials or inventory management;

working knowledge of relevant contracting and procurement regulations and the Code of Federal

Regulations (CFR) as it relates to FEMA guidelines; all preferred.

Language Skills: Ability to read, analyze, and interpret general business periodicals, professional

journals, technical procedures, or governmental regulations. Ability to write reports, business

correspondence, and procedure manuals. Ability to effectively respond to questions from customers

and the public.

Math Skills: Ability to work with and understand financial mathematical concepts. Ability to apply

concepts such as fractions, percentages, ratios, and proportions to financial situations.

Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables.

Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills: To perform this job successfully, an individual should have an overall knowledge of

financial processes and reporting functions and Microsoft Office applications.

CERTIFICATES, LICENSES, REGISTRATIONS: This job requires a current driver's license.

WORK SCHEDULE REQUIREMENTS: Standard office hours with additional hours as required. Travel on a

limited basis may be required.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met

by an employee to successfully perform the essential functions of this job. Reasonable accommodations

may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to sit and talk or hear. The

employee is frequently required to use hands to finger, handle, or feel and reach with hands and arms.

The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by

this job include close vision and distance vision. Ability to safely operate a motor vehicle.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those

an employee encounters while performing the essential functions of this job. Reasonable

accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work environment is typical for a climate-controlled office environment. Apply Now