The Graton Community Services District (District) is a Special District of the State of California that provides wastewater collection, treatment, and disposal services to the residents of the Graton area. The District is seeking to fill one position on a contractual basis that will be utilized half-time with flexible hours (Approximately 1000 hours per year). This recruitment is being executed at this time in anticipation of separating from the Sonoma County Auditor-Controller. Since its formation in 2004, the Auditor-Controller’s Office has provided accounting services for the District and Sonoma County has acted as our Treasurer.
The appropriate candidate will work alongside the current General Manager and administrative assistant to become familiar with all of the District’s administrative functions and operations. The candidate we are seeking will take a hands-on role in setting up the needed internal controls and accounts for the proposed transition. The selected candidate must have previous clerical, accounts payable, accounts receivable, and payroll experience.
In addition to providing bookkeeper and accounting services, this position will provide administrative support to the District. Under general supervision, performs a wide variety of administrative, secretarial, office support and payment transaction duties of considerable complexity, requiring thorough knowledge of the District, its policies and procedures; provides administrative support to management and staff, composes correspondence using considerable judgement in content and style, performs word processing, data entry and typing; provides information to the public; responsible for a wide variety of assignments including processing of billing, record keeping, report preparation, filing, research projects and related work as assigned.
It is anticipated that approximately 70% of the time will be spent performing bookkeeping and accounting services and the other 30% of time will be spent performing administrative assistant services.
Candidates for this position are capable of performing complex administrative and office support duties, including in assisting in District related projects and programs. The selected individual is required to be fully trained in all procedures related to assigned areas of responsibility, working with a high degree of independent judgement, tact and initiative.
EXAMPLES OF DUTIES
When in the office, answers telephones and responds to general public inquiries, providing accurate information on District policies and procedures, and retrieves messages and maintains a Call Record.
Receive, date and process all incoming mail, correspondence and plans; process all outgoing mail.
Monitor applications for sewer service.
Types and proofreads a variety of documents including general correspondence, reports, flyers, memoranda and statistical charts from rough draft, hand written copy or verbal instructions, inputs and retrieves data using a computer terminal; checks draft documents for punctuation, spelling and grammar; makes or suggests corrections.
Monitors and orders office and other related supplies.
Operates a variety of standard office equipment, including job-related computer hardware and software applications, copiers, postage meters, facsimile machines, scanners, multi-line telephones, and transcription equipment; may operate other District-specific equipment.
Process and distribute incoming and outgoing mail.
Acts as assistant to General Manager and provides data to District Engineer and District Counsel.
Organize and maintain current and past files and plans of the District in an easily accessible system.
Interface with community members, conduct surveys, and assimilate relevant information; receive complaints and forward to the Board.
Provide answers to or refer questions to the Board for all correspondence.
Provide copies to the Board of all incoming and outgoing correspondence.
Assist with setting of Board agenda with Board President and Secretary and assuring the agenda is posted according to laws.
Oversee timely development of Board packet and attend monthly meetings (third Monday evening of the month) and any special meetings; packet should include important supporting information for all agenda items and all correspondence.
Adhere to all local and state laws and advise Board on changes to said laws and address compliance issues.
Maintain Minutes Book, Board Resolution Book and District Agenda Binder.
Coordinate periodic GCSD Newsletter with Newsletter Committee.
Insure District website is current. Post district agendas, minutes and board packets in a timely manner and keep the public up-to-date with postings of district news.
Submit regulatory reports to local and state agencies as required.
Assist with documentation of policies; maintain historical and reference documents.
Bookkeeper/ Accountant Services
Accounting and Analysis
Gather backup information for ongoing Board discussions of the annual budget process.
Adhere to GCSD Financial Policy goals and objectives and assure that required funds are being added regularly and that use of funds follows GCSD protocols.
Enter all bills and liabilities in Quick Books. Calculate charges, amounts due, reconcile balances and maintain spreadsheets documenting history. Make all payments on a timely basis and mail.
Invoice all customers in Quick Books. Calculate income, reconcile balances and maintain spreadsheets documenting history. Prepare invoices and mail with documentation as needed.
Maintain updated Quick Books vendor, customer, budget and account databases. Verify budget and actual history structure for reporting purposes. Format reports for distribution to suit users and purposes most appropriately.
Calculate gross payroll, payroll taxes and net payroll. Maintain current understanding of state and federal payroll regulations. Make payments on a timely basis. Prepare analysis for quarterly payroll tax returns, maintain and reconcile year-to-date balances.
Calculate, reconcile and maintain updated fixed asset, depreciation and equity records in Quick Books and spreadsheets.
Record and deposit incoming receipts. Reconcile Quick Books bank account balances with online bank data whenever new cash transactions are entered. File accessible monthly reconciliation reports for all accounts. Investigate any unexplained transactions in bank accounts. Make transfers when needed.
Maintain updated history for all income and expense categories as needed, such as grants, sewer connection fees, and sewer service fees. Prepare analysis as requested for auditors, regulators, board members and others as detailed below.
Communication – Email, US Mail, Telephone, Personal Delivery and Request
Sonoma County and Grantors- Receive and respond to all communication from Sonoma County Departments of Finance, Assessor-Recorder, Treasurer and Tax Collector. Convey requests from other departments to General Manager; respond as needed, preparing analysis and filing reports on a timely basis.
Interface with Sonoma County as needed on tax collection, payment, delinquency and new hook-ups; coordinate with General Manager; advise Board as needed.
State and Federal- Receive and respond to all communication from State Controller’s Office, Board of Equalization, Franchise Tax Board, Secretary of State, Internal Revenue Service, EDD. Convey requests from other departments to General Manager, respond as needed.
Other Districts and Public Records- Monitor ListServe and respond to direct requests from other districts, agencies and others for financial information, convey other requests to General Manager. Provide financial records for public records requests.
Board, Committee Members, Auditors and Staff - Provide all analysis and reports requested. Attend meetings as needed.
Bills and Receipts- Respond to all inquiries from vendors and customers. Provide information as needed.
Reports – Prepare, update and validate
Board and Committees- Monthly financial reports, annual and monthly budgets, year-end and monthly financial statements, monthly check registers and others as requested.
County, Grantors and Auditor- Prepare annual direct charge list, grant applications, grant progress and final reports, PBC analysis, financial statements and documents requested by auditor, others as requested.
State and Federal
State: Annual Government Compensation Report, Secretary of State Filing, New Employees Report, Quarterly DE9 and DE9C, others as requested: Auditor does annual State Controller’s Report
Federal: US Census Report, quarterly 941 reports, 1099’s, W-2’s, others as needed.
Staff and Others - Provide analysis and reports on a timely basis to staff, vendors and customers as requested.
Possession of a High School Diploma or GED supplemented by college level course work or technical training in office administrative support and bookkeeping/accounting. Additional specialized administrative and customer service training is desirable.
Four (4) years of responsible office support experience. Previous municipal or special district experience is highly desirable.
Licenses and Certificates
Must possess and maintain a valid California class ‘C’ driver’s license.
Must possess mobility to work in a standard office environment and use standard office equipment, including a computer and ten key calculator; vision to read printed material and computer screen; and hearing and speech to communicate in person and over the telephone. Incumbents operate office equipment and enter data into terminals requiring finger dexterity and repetitive hand-arm movement and sit for extended periods of time. May be required to work overtime.
Some of these requirements may be accommodated for otherwise qualified individuals who require and request such accommodation.
Modern office practices and procedures, including filing, billing, accounting and the operation of standard office equipment
Proper form for typed materials
Business arithmetic, including decimals and percentages
Correct English usage, including spelling, grammar and punctuation
Principles and practices of data collection and report preparation
Organization and function of public agencies, including the role of the Board of Directors
Dealing tactfully and effectively with those contacted in the course of work
Understanding and carrying out oral and written directions
Use of personal computers including: email, Microsoft Office Suite, and QuickBooks Pro.
Generally accepted payroll and Human Resources practices. Familiarity with ADP, a payroll processing firm, is desirable.
Employees work in an office environment with moderate noise levels, controlled temperature conditions and no direct exposure to hazardous physical substances. Employees may interact with upset staff and or public and private representatives in interpreting and enforcing District policies and procedures.
Telecommuting is allowed.
Additional Salary Information: The hourly rate will be based on qualifications.
The Graton Community Services District (GCSD) provides wastewater treatment to the unincorporated Graton area, including a community of about 1,700 rural residents living in 450 homes, as well as a few businesses. It is located about 10 miles west of Santa Rosa. The GCSD is governed as directed by State Law by a Board of Directors consisting of 5 members. Directors are either elected by the Grato...n ratepayers, or are appointed by existing Board members. Board members must be ratepayers within the GCSD boundaries.
Full time employees: 3 Certified wastewater plant operators.
Annual Operating Budget: $1,017,050