Office Manager

Cass County Soil Conservation District · United States

Job Description: Office Manager

Position: Office Manager

This position has direct responsibility to the Director and the Board of Supervisors

Objective: Assist the Director, Soil and Water Resources Manager, Programs Manager and the Natural Resources Conservation Service (NRSC) personnel in promoting conservation practices on the land of the District and with other responsibilities relating to our natural resources.

Qualifications: A team player with a strong work ethic, attention to detail and interest in the conservation field.

-Minimum of an associate’s degree in business, accounting or another related field. 3 or more years of appropriate experience can replace degree requirements.

-Advanced knowledge of MS Office and financial systems and software (Quick Books)

Duties and Responsibilities:

1. The Office Manager may be the first to meet and greet the public in many instances. To cope with this responsibility and assist with the development of a well-rounded conservation program, the Office Manager should:


2. Know specific functions of the District


3. Be familiar with the Memorandum of Understanding with:


4. USDA/NRCS


5. USDA/FSA


6. All others MOU’s


7. See the MOU folder


8. Be familiar with conservation practices i.e., farmstead windbreaks, field windbreaks, wildlife tree plantings, grassed waterways, crop residue use, crop rotation, etc. (See NRCS staff for assistance). 


9. Be familiar with the Handbook for Soil Conservation District Supervisors.


10. Have an awareness of agricultural programs related to the SCD


11. Be familiar with and be able to use computer program QuickBooks- Pro to maintain the District’s financial records.


12. Field work when needed, especially during tree bundling and planting in the spring

1. The Office Manager


2. Secretarial


3. Type correspondence from District


4. Answer routine correspondence


5. Receive, review and route mail


6. Assemble and dispatch outgoing mail


7. Prepare meeting agenda


8. Organize and attend Monthly Board Meetings and Special Board Meetings. Type and assemble meeting minutes and financial reports. 


9. Proofread newsletters before being sent to printers


10. Assist in the planning and the preparation for the NDASCD Annual Meeting.

2. Clerical

1. Keep records and compile data for monthly and special board meetings.


2. Anticipate and determine needs for office supplies and order needed material after appropriate approval.


3. Maintain SCD scrapbook. (Minutes, agendas, etc).


4. Provide communication and correspondence with board members as necessary to keep them informed of important district and conservation issues.


5. Maintain SCD records as prescribed by ND Soil Conservation District Law and the State Soil Conservation Committee.


6. Maintain standardized filing system for the District


7. Update Employee Handbook


8. Update Annual Plan of Work


9. Update Long Range Plan


10. Update website


11. Update tree store inventory


12. Supervisor meeting and mileage tracking


13. Update mailing lists: Ladies Ag Night & Newsletter


14. Coordinate SCD tree inventory and sales with Programs Manager


15. Other duties as established by the Director and District Supervisors


16. Financial:


17. Accounts Receivable/Accounts Payable


18. Payroll


19. Prepare budget


20. Prepare Bond biannually


21. Assist Director in preparing financial report necessary for application of Mill Levy


22. Prepare annual financial reports: submitted to Cass County Auditor


23. Prepare quarterly District Expense Report for NRCS


24. MN Revenue: quarterly deposits and return


25. ND Revenue: quarterly deposits and return


26. IRS: monthly deposits


27. IRS: quarterly return


28. Jobservice – Unemployment: quarterly deposit and return


29. Sales tax return and payment


30. W-2’s


31. 1099’s


32. Grant reimbursement requests: DART, District grants, etc


33. Monthly Reconcile Visa, Checking and Money Market accounts


34. 4 . Human Resources


35. Benefit administrator


36. Seasonal employees new hire paperwork


37. W-4’s


38. ND reciprocity forms for MN residents


39. Child Support reporting to ND Human Services for all new hires


40. Workforce Safety Insurance paperwork and payment


41. Information and Education Responsibilities


42. Ladies Ag Night


43. Eco-Ed


44. Software Program Knowledge


45. Intuit QuickBooks


46. Microsoft 365 Suite


47. BENEFITS: See District “Compensation & Benefits Package “

1. PERFORMANCE REVIEW:

A formal review will be completed by your supervisor on a yearly basis and will be discussed with you. Your performance rating is an overall evaluation of your performance in the judgment of your supervisor. It will be the basis for any merit pay increases granted by the District board.

Salary/Compensation: $28.00 - $32.00 per hour