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Status
Open
Rate
75156
-
112734
Type
Annually
End Date
Until Filled
Job Summary
Provides administrative, accounting, and board-meeting support to the Chief Financial Officer (CFO). Assists with day-to-day finance and office operations, supports month-end activities and audit preparation, helps maintain regulatory and Cooperative records, and serves as a professional point of contact for members, vendors, and internal staff.
Job Description
REPORTS RELATIONSHIPS
Reports to: Chief Financial Officer (CFO)
Direct reports (supervises): Purchasing / Operations Specialist
Provides support to: Chief Executive Officer (CEO), Operations Manager(s), and Board of Directors (as assigned)
Works closely with: Planner, GIS Supervisor, Office Manager, Billing Supervisor, IT Systems Administrator
PRINCIPLE DUTIES AND RESPONSIBILITIES
Finance and Accounting Support
- Accounts payable support backup as assigned (receive invoices, match to approvals/support, code to general ledger accounts, prepare batches, and maintain vendor files).
- Billing support backup as assigned (accounts receivable, posting receipts, account research, and member follow-up consistent with policy).
- Prepare miscellaneous accounts receivable invoices.
- Analyze, quantify, and prepare bad-debt write-off recommendations for the Board of Directors on a quarterly basis; submit Board-approved write-offs to collection agencies quarterly.
- Payroll support backup as assigned (maintaining payroll files, entering approved changes, and coordinating with the payroll clerk).
- Prepare routine journal entries and supporting schedules as directed (e.g., credit card recaps, daily bank reconciliation, fuel bank support, accrual support).
- Audit and close work orders and service orders to ensure accuracy and completeness.
- Support month-end close by gathering documentation, maintaining checklists, and assisting with reconciliations (bank/GL subledgers).
- Prepare monthly utility sales recaps and financial statements.
- Maintain organized electronic and paper records for invoices, deposits, payroll, and other financial documentation in accordance with retention requirements.
- Assist with budget support activities such as compiling department requests, updating worksheets, and tracking approved budget items.
- Assist Office Manager with responses to consumer complaints filed with the Arizona Corporation Commission (ACC).
- Assist with preparing materials for annual financial statement audit, including pulling invoices, confirmations, schedules, and other requested support.
- Prepare and file W-2s, 1099s, and 1095s.
- Prepare and file quarterly and annual payroll tax reports.
- Handle routine banking/treasury administrative tasks as assigned (e.g., preparing deposit documentation, filing bank confirmations, maintaining authorized signer/support records).
- Maintain Cooperative purchasing and administrative records; track invoices, purchase orders/approvals, and follow up on outstanding items. Assist Purchaser with annual inventory audits.
- Assist Office Manager with mass mailings and/or communications for customers affected by maintenance/construction work, scheduled outages, rate increases, procedure changes, and other notices as necessary.
Administrative Board and Regulatory Support
- Prepare, assemble, and distribute board packet materials as directed.
- Attend board meetings as assigned to take minutes and prepare draft minutes for review; maintain official records and approved minutes.
- Assist with annual meeting planning and administration, including notices, ballots, mailings, sign-in materials, and record retention.
- Support regulatory and reporting activities by compiling data and maintaining supporting documentation for filings (e.g., ACC, ADOR, EIA, CFC) as directed.
- Serve as a professional point of contact for members and vendors; route inquiries to appropriate staff and follow up to closure.
- Provide administrative support for special projects and audits (workmen’s compensation, insurance, internal reviews) as assigned.
- Maintain confidentiality of employee and/or member-consumer information unless otherwise required by regulation or law.
Supervisory Responsibilities
- Directly supervises the Purchasing / Operations Specialist; assigns work, sets priorities, and monitors progress for billing and purchasing functions in accordance with Cooperative policy and direction from the CFO.
- Provides onboarding, training, coaching, and day-to-day guidance to direct reports; coordinates coverage and cross-training for critical processes (e.g., billing, purchasing, AP/AR support) as assigned.
- Supports performance management for direct reports including goal setting, regular feedback, annual performance evaluations, and documentation/corrective action recommendations as delegated.
- Reviews and approves time, leave requests, and schedules for direct reports as delegated; coordinates staffing coverage during peak periods and absences.
- Promotes compliance with Cooperative policies, internal controls, record retention requirements, and confidentiality expectations within the workgroup; escalates concerns through appropriate channels.
ADDITIONAL DUTIES AND RESPONSIBILITIES
- Participate in educational activities, workshops, and other programs to improve technical skills and abilities as required or suggested.
- Keep current on Cooperative policies, procedures, rates, rules, and regulations that affect assigned duties.
- Maintain a cooperative attitude and assist in other work as assigned.
KNOWLEDGE, SKILLS AND ABILITIES
- Strong attention to detail, organization, and ability to manage multiple priorities with deadlines.
- Working knowledge of basic accounting practices (AP/AR, general ledger coding, reconciliations) and the ability to learn Cooperative-specific processes.
- Proficient computer skills including Microsoft Office Suite (Excel, Word, Outlook, Power Point) and ability to use accounting/ERP and document management systems.
- Professional written and oral communication skills; ability to interact tactfully with members, vendors, auditors, and employees while maintaining confidentiality.
- Associate degree in accounting, business, or related field required.
- Four (4) or more years of administrative experience required; accounting or finance support experience preferred.
- Bachelor degree in accounting, business, or related field preferred; equivalent combination of education and experience considered.
- Work is primarily indoors and includes sitting, occasionally standing and walking.
- Fine dexterity skills such as using hands and fingers for typing, filing, copying, and operating office equipment.
- Repetitive tasks including light lifting, bending and reaching.
- Occasional out of town travel may be required.
This job description is intended to describe the general nature and level of work being performed by the person assigned to this position. Principal duties and responsibilities are intended to describe those functions that are essential to the performance of the job. This job description does not state or imply that the above are the only duties and responsibilities assigned to this position. Employees holding this position will be required to perform any other job-related duty as requested by management. All requirements are subject to possible modification to reasonably accommodate individuals with a disability.