Under general direction of the Finance Director, the Administrative Supervisor has three primary functions: oversee the daily operations of the administrative office in support the Finance Director, act as the Clerk to the Board of Directors, and assist the General Manager in the development and implementation of the District’s public information program.
Duties of the Administrative Supervisor include but are not limited to overseeing the office staff, assisting in providing customer service in the office and directing and maintaining general office practices and procedures. In support of the Finance Director, the Administrative Supervisor will be responsible for processing the organization’s payroll, assisting in preparing the annual budget and audit, and performing other budgeting and accounting responsibilities.
As Clerk to the Board, the employee assists in preparation and production of Board Agendas, attends and documents Board meetings, serves as Clerk to the Board and maintains District Ordinances and Resolutions, Board forms and training documents, and performs a variety of administrative and operational functions in support of the General Manager and Board of Directors.
As a public information point of contact, the Administrative Supervisor works in collaboration with the General Manager in developing and implementing comprehensive communication messages for District business, oversees District website and social media platforms, prepares public relations materials including District newsletters, press releases, promotional and educational materials.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Administrative Supervisor (75% of Job Duty):
Provides supervision, assistance, training and backup to office staff on a regular basis.
Assists customers and the public in person, over the telephone, or electronically in all aspects of District business; explains District policies and procedures, answers questions and resolves complaints or problems.
Performs bi-weekly payroll processing including initiating all payroll related payments and reports in an accurate, compliant and timely manner.
Prepares and processes a variety of bi-weekly, monthly, quarterly and year-end reports.
Processes accounts payable including preparing checks for approval.
Understands governmental fund accounting and participates in maintenance of the general ledger, including account reconciliation and preparing journal entries.
Assists Finance Director in developing the annual budget.
Assists Finance Director in preparing for annual audit.
Acts as District Record’s Coordinator in accordance with the District’s Records Retention and Destruction Policy and Email Policy.
Clerk to the Board (15% of Job Duty):
Ensures compliance with Brown Act (Open Meeting Rules), Fair Political Practices Commission Rules and Regulations. Prepares and submits necessary forms.
Assists in preparation of the agenda for Board of Directors meetings; leads final review, assembly and production of Agenda materials, prepares agenda packets for the Board members and assures that appropriate legal notification of meeting time and content is publicized, including posting to web site and email distribution.
Prepares Board Meeting room, attends all Board meetings; assures that all required materials are available; operates a recorder for documentation of the meetings and takes supplemental notes.
Drafts Board meetings minutes from recording and notes; after review, prepares and distributes copies following established procedures.
Ensures Ordinances and Resolutions are processed and filed in accordance with applicable regulations.
Coordinates public/protest hearing notices and collect responses.
Maintains Board training documents and forms.
Public Information Director (10% of Job Duty):
Assists General Manager in implementing the District’s Public Information and Outreach Program.
Designs and develops public information, media advertising and marketing materials; writes, designs, edits, and produces bi-monthly customer newsletter, District brochures, event flyers, advertisements, bill inserts.
Maintains information on District website. Coordinates upgrades to District website, as needed.
Maintains District’s transparency standards and distinction by coordinating efforts to complete and submit applications for evaluation by the appropriate evaluating organizations.
Prepares and distributes press releases, fact sheets, media advisories, and articles. Coordinates media/press events. Serves as District Public Information Officer, as appropriate.
Responsible for coordinating timely responses to public records requests.
Coordinates with other departments and District staff as needed to complete assignments.
Assists with internal communications and trainings.
Safely operates a motor vehicle (District or personal) to perform District duties.
Performs related duties similar to the example duties in scope and function as required.
Represents the District in a professional manner.
EDUCATION AND EXPERIENCE
Bachelor’s degree in accounting, economics, business administration, or related field, from an accredited four-year college or university and 2 years’ experience and/or training in public agency fund accounting, payroll management and bookkeeping;
Experience in public agency setting is desirable.
Possession of a valid California class C driver’s license and a satisfactory driving record.
Notary Public required, to be obtained prior to the end of the Introductory Period.
Must be bondable by the District’s fidelity bond insurer.
A Certified Public Accountant (CPA) license is desirable.
About Nipomo Community Services District
Nipomo Community Services operates one water system and two sewer systems; one serving the Town Division and one serving the Blacklake Division. The following services are provided to our residents: Water, Wastewater (sewer), Solid Waste franchise, Street Lighting in the Blacklake Division, Drainage (limited area).
The Nipomo Community Services District’s mission is to provide its customers with reliable, quality, and cost-effective services now and in the future.
NCSD Vision Statement
- has sufficient water supplies to meet current needs and is actively planning for and funding future needs
- has investments in our infrastructure to maintain reliable and efficient services
is practicing environmental stewardship to protect our resources
- has substantially upgraded and continues to upgrade water and wastewater systems to accomodate new water supplies and meet growth and regulatory requirements
- is sustaining a qualified, long-term and productive workforce to assure an effective organization
- continues conservative, well managed finances reaching incremental targeted reserve goals
- achieves a high level of public support through public outreach
- has... improved relationships with local agencies, regulators and providers
- has constructed and is operating at least one neighborhood park.
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1112 "I" Street, Suite 200 Sacramento CA, 95814 877.924.2732 | 916.442.7887