Section 5.9.

Office Manager

Article 5.9.1.
Authority

5.9.1.1.
The Office Manager position is a position retained as outside services and is retained by the Board of Directors in accordance with authority contained in Bylaws, Part 4, Clause 4.4.2.2.

5.9.1.2.
The Office Manager shall carry out the directions of the Board of Directors, whether issued orally or in writing, and shall be supervised in the performance of duties by the Finance Director.

Article 5.9.2.
Compensation

5.9.2.1.
The Office Manager position is an hourly position, 20 hours per week, and tracking of hours is required. Benefits are as described in the current LISECC Personnel Policy Manual. Ferry fares for LISECC business travel will be reimbursed by LISECC.

Article 5.9.3.
Office Hours

5.9.3.1.

The Office Manager will maintain regularly scheduled office hours at the Scenic Estates business office adjacent to the Treatment Plant. Weekly work schedule, vacation and holiday time off must be coordinated with and approved by Operations Manager.

Article 5.9.4.
Duties and Principal Responsibilities

5.9.4.1.
Maintain General Ledger

(a) Issue invoices for annual member dues/DWSRF loan/basic connection fee.

(b) Issue bimonthly invoices for water usage based on meter readings.

(c) Post payments received.

(d) Review and record GL codes on all income and expense items.

(e) Review monthly payroll hours report, submit to Treasurer/President for approval. Once approved, submit for payment via Intuit.

(f) Calculate and post late fees and finance charges on delinquent member accounts.

(g) Complete month-end posting and deliver laptop to outside accountant for close-out.

5.9.4.2.
Banking

(a) Prepare daily bank deposits; scan check for deposit or deliver deposit as appropriate.

(b) Pay bills using online bill pay banking system. once approved by Treasurer/President.

(c) Transfer funds from Operations account to DWSRF loan account monthly.

(d) Submit annual DWSRF loan payment in September.

(e) Transfer funds between Operations and Reserve accounts as directed by President.

(f) Monitor employee credit card account and transfer money from Operations as appropriate, once approved.

(g) Monitor renewal dates on LISECC Certificates of Deposit and provide timely details to Treasurer/Finance Chair for renewal decision.

5.9.4.3.
Record Keeping and Reporting

(a) Prepare and file Labor & Industries quarterly report and payment.

(b) Submit the Non-Profit Annual Renewal to the WA Secretary of State.

(c) Submit materials to accountant in January for preparation of IRS tax return.

(d) Review delinquent account aging report monthly and email to Treasurer/Finance Chair with copies of new Lien Warning letters and Water Shut-Off Warning letters for review.

(e) Assist members with preparation and submission to the BOD of payment plan requests.

(f) Submit new liens to attorney for placement, confirm lien release requests on paid-up accounts with attorney.

(g) Respond to title/escrow company payoff quotes on pending sale transactions.

(h) Send out “Welcome Letters” to new owners.

(i) Handle member clubhouse rental requests.

5.9.4.4.
Customer Service

The Office Manager will:

(a) Receive and respond appropriately to LISECC member’s communications via phone, email, mail, and in person (during Island office hours).

(b) Maintain harmonious relationship with LISECC members, LISECC Operations staff and LISECC BOD.

5.9.4.5.
Administrative Support of Board of Directors (BOD)

The Office Manager will:

(a) Perform functions of Executive Secretary with duties as determined by the Board and as designated in by-law section 4.4.3.5.

(b) Ten days prior to Board Meeting, prompt BOD to provide agenda items and materials. Prepare monthly BOD meeting packets and distribute to BOD members.

(c) Attend Board Meetings (generally 2 hours on 3rd Sunday of each month) to take minutes.

(d) Prepare and distribute by email meeting minutes to BOD for approval, within 3 business days of meeting.

(e) Post approved BOD minutes and Operations report to bulletin board at Clubhouse.

(f) Prepare and mail member packet prior to Annual General Meeting (AGM).

(g) Organize AGM Election Committee to handle registration/sign-in/vote counting; attend AGM and take minutes.

5.9.4.6.
Bylaws/Policies/Rules and Regulations

(a) Provide feedback to BOD regarding appropriate changes to Bylaws/Policies/Rules and Regulations.

(b) Maintain current updated manuals in LISECC office for viewing by LISECC members.

5.9.4.7.
Mail

The Office Manager will:

(a) Sort and date-stamp incoming mail.

(b) Draft correspondence as requested by LISECC Board President.

(c) Forward incoming member correspondence to BOD as received or in monthly BOD packet as appropriate.

Article 5.9.5.
Compensation

5.9.5.1.
The Office Manager shall be paid by a flat rate from the Community Club for the proper execution of the authority and duties of this position.  The amount shall be set by the Board of Directors.

Article 5.9.6.
Review and Change

5.9.6.1.
Section 5.9. shall be reviewed annual by the Board of Directors of the Lummi Island Scenic Estates Community Club or more frequently as deemed necessary by that body or if a review is required.

5.9.6.2.

Section 5.9. may be changed by the majority vote of the members of the Board of Directors present at any meeting properly constituted to do business.

5.9.6.3.
Section 5.9. in its entirety shall be considered a condition of contract of the Bookkeeper and shall be reviewed from time to time by the Board of Directors.