Finance and HR Manager - Birch Bay Water and Sewer District : Job Details

JOB DESCRIPTION: Finance & HR Manager

Pay range: $135,200 ($65/hr)-$145,600 ($70/hr)

Job Summary:

The District Finance & HR Manager (FHRM) reports to the General Manager and is subject to their policy direction. The FHRM is responsible for managing the District's accounting & finance, human resources, customer service functions, for overseeing the Clerk of the Board and administrative support to the General Manager.

Primary Duties:

1. Serve as District Treasurer pursuant to RCW 57.20.135; subject to the supervisory authority and audit oversight of the General Manager. Managing all District financial functions.

2. Manage District human resource program including without limitation supervising payroll, maintaining confidential personnel records, administering benefit programs supporting the General Manager in confidential labor relations functions and administering Labor and Industries programs;

3. Manage all district billing and customer service functions, with direct supervision of Accounts Receivable and Payable Clerks. Consults with IT specialist in administering billing software and responding to customer inquiries;

4. Confidential Administrative support to General Manager and Board of Commissioners. Oversee Commissioner's meetings preparation and recording of meeting minutes according to OPMA.

5. Serve as Public Records Officer in accordance with RCW 42.56 and supervise records clerk.

Preferred and Required Qualifications:

• Five (5) years experience in accounting/finance for a Public Agency
• Preferred Bachelor's Degree in Accounting or related field.
• Five (5) years of supervision of employees.
• Must have experience in State of WA local government accounting (BARS)
• The ability to make effective written and oral public presentations.
• Must be able to maintain confidentiality.
• Must be familiar with Office 365 software; online merchant service payment providers, equipment and its operation; computer, printer, copy machine, etc.
• Washington State Driver's license; must have and maintain a good driving record.
• Non-smoker.
• Must be bondable.
• Knowledge of State and Federal grant and loan requirements is preferable.

Essential Duties and Responsibilities:

Directly responsible to the General Manager and to keep them apprised at all times. Maintain utmost confidentiality in all matters. Work in conjunction with administrative management to provide reports and recommendations to the District Board of Commissioners and General Manager to support efficient and effective District operations.

Accounting & Finance

• Responsible for keeping the required books for accounting purposes as required by Washington State Law.
• Responsible for the investments and cash flow needs of the District, keeping all funds “working” for the District, within the framework of District financial policies.
• Ensure that funds are available as required to cover the expenses of the District.
• Assist the General Manager and other staff in the annual preparation of the District budget and revenue model including the preparation of a ten-year capital improvement plan.
• Monitor the Administration Budget monthly and assist in monitoring the entire budget for the District.
• Supervise and reconcile monthly the accounting records to the bank records.
• Maintain and reconcile all cash funds and investment accounts.
• Prepare the Annual State Report, assist in an independent review of the report, and file online.
• Work with the State Auditor during the audit and institute their recommendations in a timely manner.
• Maintain safekeeping of securities and proper records.
• Prepare monthly reports for the General Manager and quarterly reports for the Commissioners.
• Monitor and ensure compliance with Debt Service requirements.
• Complete financing analysis for capital improvement projects focusing on efficient and effective forms of cost containment.
• Supervise Utility Billing accounting and billing, Assessment accounting and billing, and cash receipting. Maintain the adjustment schedules for the Utility Billing system.
• Assist with assessing accounting, billing, and receipting software needs and procedures.
• Periodically review rates and charges, with the assistance of the General Manager and/or consultants when needed, to maintain rates that are equitable and sufficient to meet District operational and future budget requirements including a capital improvement plan.
• Manage purchasing/invoice processing, claim, and check preparation.
• Maintain and update Fixed Assets records for purchases and deletions.
• Assist in review of general facility charges with the General Manager and consultant.
• Prepare and report monthly Utility tax liability to the Department of Revenue.

Human Resources

• Coordinate hiring and onboarding of new employees, this could include advertising, and revising job descriptions.
• Manage the preparation of payroll and maintain all employee personnel records.
• Coordinate all L&I claims with the District third-party administrator.
• Manage the PERS retirement and DCP for employees including updating retirement records, completing monthly retirement reports, reconciling to State DRS, and supporting employees in general retirement planning as it relates to PERS.
• Administer the medical insurance benefits including PEBB and AFLAC products for employees including facilitating an open enrollment period.
• Administer the VEBA plan benefits and reconcile monthly contributions
• Provide Confidential Support to the General Manager in labor negotiations.

Clerk of the Board

• Assist the General Manager in planning, preparing, and providing timely and well-organized complex information from a variety of sources for Board of Commissioners meetings.
• Attend Board meeting and coordinate the preparation of Board meetings, agendas, drafting of the minutes, and other written documentation to support the Board activities.
• Carry out other tasks for the Board of Commissioners including travel arrangements and support for District related activities and elections.

District Administration Support

• Serve as confidential administrative support to the General Manager.
• Serves as District Public Records Officer responsible for compliance with public records law. Oversee the management and control of District records in accordance with Local Government Common Recods Retention Schedule and Utility Services Record Retention Schedule.
• Assist in annual review of liability and property insurance needs including reconciliation of insured property to the District's fixed assets and continued general knowledge of District coverage and manage all claim submissions to the insurance provider.
• Carry out other tasks as directed by the General Manager.
• Serve as ADA Compliance person for the District.
• Supervise Customer Service employees, including performance reviews, job responsibilities, and discipline. Maintain and encourage good communication between employees and management, including regular staff meetings.

Full job description and application can be found online at www.bbwsd.com/employment. To apply please submit completed application and resume by January 20, 2025 via email to: [email protected] or by mail to: 7096 Point Whitehorn Rd, Blaine, WA 98230-9675, Attn: Brenda Bryce.