Office Manager

Orland Unit Water Users’ Association

 Position Title: Office Manager

Department: Administration

Reports To: General Manager

FLSA Status: Exempt

Salary Range: $70,000 – $112,000 (Based on experience)

Submit your resume, cover letter and references to: hr@ouwua.net. Applications will be reviewed on a rolling basis. Announcement closes June 6, 2025. 

Join Our Water Management Team!

Orland Unit Water Users Association seeks an organized Office Manager to lead financial operations and support our agricultural community. This role combines traditional office management with unique water district responsibilities. The Association is a private/non-profit corporation that manages the oldest Bureau of Reclamation project in California delivering irrigation water to 21,000 acres of farmland and managing hydropower resources for the City of Santa Clara.

Key Opportunities:

·       Process payroll for dedicated field staff

·       Modernize our customer communication systems

·       Assist with grants and modernization of district systems

·       Maintain regulatory records and help with state reporting

We Value:

·       Customer oriented focus

·       Bilingual English/Spanish communication skills

·       Knowledge of agricultural water systems and rural customer service

·       Familiarity with state/federal compliance requirements for water agencies

·       Willingness to learn new systems and support digital upgrades

Benefits Package Includes:

·       Current SEP pension plan (13% employer contribution), evaluating change to 401(k)

·       Health, dental and vision insurance coverage ($1875/month employer contribution)

·       Negotiable annual leave package also includes time-off between Christmas Day and New Years Day

 

Primary Responsibilities

Financial Management (60%)

·       Process bi-weekly payroll for 15-25 employees (currently using Time Clock Plus for time & attendance and Sage BusinessWorks for payroll and general ledger)

·       Maintain general ledger and perform monthly account reconciliations

·       Prepare financial reports for Board meetings and annual audits

·       Manage accounts payable/receivable and vendor relationships

·       Assist in preparing budgets and tracking expenditures against grant funding sources

·       Monitor internal controls over financial transactions and reporting

·       Coordinate annual audit with external auditor including documentation and responding to inquiries

Board Support (20%)

·       Prepare and distribute Board agenda packets

·       Record and transcribe meeting minutes

·       Maintain official records of Board resolutions and policies

·       Track Board member training and conflict-of-interest (Form 700) requirements

·       Assist in maintaining and updating organizational bylaws, policies, and procedures

Secondary Responsibilities (20%)

Human Resources

·       Maintain confidential employee files and benefits administration

·       Coordinate onboarding processes and training documentation

·       Track vacation/sick leave accruals and usage

·       Assist general manager and superintendent in compliance with labor laws, Cal/OSHA reporting, and association personnel policies

·       Assist general manager and superintendent with employee safety training coordination and documentation

Customer Service

·       Manage shareholder billing system with 1000+ accounts

·       Respond to customer inquiries within 24 business hours

·       Support association and water communications or emergency notifications to customers

·       Interact with outside vendors and contractors (eg. IT support)

 Administrative Support

·       Coordinate association website with General Manager and/or contractor(s)

·       Create quarterly newsletter

·       Coordinate annual shareholder meeting logistics

·       Support preparation of grant reports, reimbursement packets, or compliance documentation

·       Maintain insurance records (liability, property, and workers compensation), coordinate renewals, and assist with claims

·       Maintain records retention schedules for regulatory, financial, and personnel files

Essential Qualifications

Education & Experience

·       Accounting, comptroller or other financial background

·       High school diploma + 5 years office management experience (Minimum)

·       Associate’s degree in Business Administration preferred

·       3+ years experience with billing systems

Technical Skills

·       Experience with general ledger/payroll software required, experience with Sage software, Time Clock Plus or similar is a plus

·       MS Office Suite

·       PR/Social media management, newsletters, etc is a plus

·       Website updates or maintenance is a plus

·       Maintain secure digital filing systems and support implementation of new software tools

·       Experience implementing new payment methods (eg. credit card processing, online bill pay, or monthly billing statements) or using these payment methods is a plus

Physical Requirements

• Lift 25lb paper boxes for records management