What are the responsibilities and job description for the District Secretary position at Lincoln County Soil and Water Conservation District?
District Secretary
The posted position is an accounting/office manager position primarily, but also a teaching position. In addition to being the purse holder for a clearing house account, the position also includes the teaching of children by going into the classrooms and holding events that stress every facet of Agriculture and soil/water health. Form-based grant writing, tax prep and collaboration with many other agencies are also tasks of this position.
Total task list:
· Daily
o Place orders for supplies or prepare requisitions for such
o File a paper and digital copy of all erodible and wetland determinations as they are forwarded from the federal government
o Maintain employee records
o Create and maintain all records that are mandated by the state or federal departments, i.e. training, updated memorandums of understanding, board minutes, financial reports, grant amendments, bank statements, tax records, 1099Gs filed
o In charge of rental equipment, including but not limited to creating and updating leases and policies, contacting renters as necessary, conducting or scheduling maintenance for each piece of equipment, ensuring that each piece is safe and ready for rent, maintaining proper insurance
o Maintain records of payment to producers and personal information for tax reporting purposes
o Maintain a calendar of rental for all pieces of equipment
o Maintain lease agreements in a legal format in case of adjudication
· Monthly
o Create financial reports of all accounts
o Assemble the board of 5 Conservation District Supervisors, NRCS reps, Soil Tech, Watershed Director and FSA rep for an open to the public meeting
o During each meeting, any votes are recorded, and summaries of each issue noted. There are state and federal guidelines that must be annotated at each meeting, i.e. non-discrimination and equal opportunity clauses (these are updated annually by the governing entities)
o Conduct any training that is due the board members and collect signatures when training is complete
o Report on the rental equipment income YTD, and discuss any repairs needed or scheduled
o Keep track of board member attendance and forward information to the state for payment
o Write and disseminate board member paychecks and checks to county finance
o Present any receipts or requisitions to the board chair for second signature
o Prepare the minutes and keep them until the next meeting when they will be voted into permanent record
o Maintain Records of payments made to program participants
o Maintain digital records of Board business and minutes
o Balance all financial accounts and reconcile with receipts and invoices
o Maintain an ingoing/outgoing record for the clearing house accounts
· Annual
o Completing grant paperwork to obtain new equipment
o Completing grant paperwork for operational grant provided by the state
o Create, plan and execute events such as Tree Day, fundraisers for outreach and annual banquet
o Prepare 1099Gs for all program participants; copies mailed to IRS, participant and any applicable state
o Close out accounting for the calendar and fiscal years
o Create annual report that goes to the State (since we are a clearing house for State funds, all activity involving grant funds get reported, fiscal and any outreach or events we hold)
o Registration renewals on multiple government reporting websites
o Farm City Day & Tree Day planned and executed
o Keep open relationships with Farm Bureau, FFA and all school personnel as it relates to education of agriculture and the scholarships available to those interested in those career paths
o Attend several training meetings and workshops throughout the year for continuing education, some requiring overnight stay
· Requirements:
o Applicant must be able to obtain and maintain a security clearance through the Federal government.
o Possess a valid driver’s license/insurance
o Hold a bank account for direct deposit
o Must have a high school diploma or equivalent
o Ability to legally work in the United States
o Some event planning experience
o Customer Service skills
o Experience with use of public funds and ethics regarding their use
o Advanced computer skills
· Preferred but not required
o Knowledge of Excel and basic formula drafting
o Full version Adobe
o Microsoft Outlook experience
o Basic knowledge of farm equipment operation
Pay: From $18.74 per hour
Expected hours: 35.0 per week
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
Salary : $19