Soil and Water Conservation District - Soil & Water - Conservation District Office Manager

Under the direction of the District Director, the Conservation District Office Manager is responsible for assisting with all aspects of the Soil and Water Conservation District’s (SWCD) programs, policies and activities. This position is Covered as defined by the Board of Commissioners of the County of Allen Employee Handbook.

ESSENTIAL FUNCTIONS:

• Serves as Recording Treasurer for the SWCD and its multiple watershed projects.
• Processes claims, issues checks, maintains ledgers, prepares invoices, receipts and monthly statements, prepares financial reports, and processes payroll and tax payments.
• Assists other SWCD staff with ongoing watershed projects and their respective Steering Committees/Boards with the planning and execution of their projects and programs.
• Answers questions via telephone, email and in the office and distributes educational materials and programs.
• Assists with composing and publishing quarterly SWCD newsletter, as well as special project brochures and bulletins.
• Responsible for assisting the SWCD Director with program implementation.
• Provides staff oversight and supervision and acts as staff representative in the absence of the Director.
• Records board meeting minutes and maintains records of the District’s activities.
• Maintains District vehicle usage and maintenance logs.
• Performs a variety of filing and typing duties.
• Assists the public with materials and services available.
• Attends weekly staff meetings to maintain and coordinate office schedules and records.
• Maintains District personnel records.
• Performs all other duties as assigned, including overtime as required.

REQUIREMENTS:

• Associate’s degree in Accounting, Business or related field and three years’ bookkeeping or accounting experience
• Valid Driver’s License to operate county owned vehicles with trailer to and from meetings and events

• Knowledge of Quickbooks accounting software
• Strong computer skills with the ability to use Microsoft Office and other job related software
• Strong knowledge of current Agricultural and Conservation related practices and programs
• Basic knowledge of Urban Conservation Best Management practices and programs
• Ability to pass Federal Homeland Security background check

PERFORMANCE EXPECTATIONS:

The Conservation District Office Manager is responsible for managing financial tasks, supporting program implementation, and handling administrative duties for the Soil and Water Conservation District. This role involves assisting with watershed projects, preparing reports, maintaining records, and supervising staff when needed. Strong decision-making, attention to detail, and effective communication with the public and staff are essential for success in this position.

RESPONSIBILITY:

The Conservation District Office Manager is responsible for overseeing financial operations, including processing payroll, maintaining ledgers, and preparing financial reports. They support the implementation of SWCD programs, assist with watershed projects, and handle administrative tasks such as record-keeping and board meeting documentation. The Office Manager also supervises staff in the Director’s absence and ensures smooth office operations, while maintaining communication with the public and other county employees.

PERSONAL WORK RELATIONSHIPS:

The Conservation District Office Manager interacts frequently with county employees, SWCD staff, and the public. They respond to inquiries via phone, email, and in person, providing information and distributing educational materials. The role requires maintaining professional relationships with various stakeholders, ensuring clear communication and collaboration on district programs and projects. Additionally, the Office Manager acts as a representative of the office in the absence of the Director, fostering effective internal and external partnerships.

WORKING CONDITIONS/PHYSICAL DEMANDS:

The Conservation District Office Manager works in a standard office setting, performing tasks that require extended periods of sitting, typing, and computer use, with occasional physical activities such as lifting up to sixty pounds, bending, and reaching overhead. The role demands frequent attention to detail, mental focus, and proofreading. Regular interactions with staff and external parties are required.  While physical demands are minimal, the position requires multitasking, quick decision-making, and handling high-pressure situations.

• Requires extended periods of sitting, typing, and computer use.
• Demands frequent mental focus, attention to detail, and proofreading.
• Involves quick decision-making and occasional interaction with aggressive or violent individuals.

The description below outlines the physical requirements specific to the Conservation District Office Manager’s role:

SUPERVISION:

None

LICENSING:

Valid Driver’s License to operate county owned vehicles with trailer to and from meetings and events

IMMEDIATE SUPERVISOR:

District Director

HOURS:

Monday – Friday and as needed; 8:00 am – 4:30 pm; 37.5 hours/week; additional hours as needed

EEO CATEGORY:

0606

WORKERS’S COMP CODE:

8810