Description

The Buffalo Mountain Metropolitan District (BMMD), located in beautiful Silverthorne, Colorado, is hiring an Office Manager! This is an excellent opportunity for a detail-oriented professional to join our team. This position is responsible for receiving and coding monthly invoicing, processing payroll, communicating with the public, overall office management, enforcing and administering District regulations and protective covenants. ESSENTIAL DUTIES AND RESPONSIBILITIES Accounting Services Receive and code all invoices for accounts payable. Negotiate, review, and manage vendor contracts to ensure compliance with BMMD policies, optimize service delivery, and support cost-effective procurement. Serve as the primary point of contact for vendors, coordinating contract execution, renewals, and performance evaluations. Processes payroll biweekly Assist in the preparation of the annual budget by gathering financial data and ensuring accuracy and alignment with BMMD goals and timeliness. Work with the billing company to ensure accurate and timely accounts receivable. Create and manage invoicing and payments outside of quarterly billing processes. Assists the District Manager with annual audit preparation and submitting documents. Manage the annual District scholarship program. Board of Directors Administration Serves as Co-Secretary to the Board of Directors. Prepares Board meeting materials. Documents all Board actions by recording monthly meeting minutes. Assists with elections as needed. Serve as the Designated Election Official Creates and distributes resolutions and notices for budgets, rates, etc. Have/become a notary within 3 months of hire Customer Service Answer incoming calls and walk-in customer inquiries. Defuse dissatisfied customers by active listening, empathy, and problem-solving. Communicate with homeowners, HOA, and property managers on the status of projects and emergency outages. Be available for on-call water/sewer emergency notifications, post updates on District website, manage public relations, and inform appropriate public entities (i.e., Sheriff, Fire Department, County, Summit Stage) of any water outages or road closures. Marketing Administer and update the District website with current news and related topics. Administer drafting articles, creation, and publication of the District electronic newsletter. Assist with print design and communications. Office Management Assist with filing annual notice requirements with the State and local governments. Manage District filing systems and official records. Provide technical assistance, training, and resolve hardware/software issues for end-users. Assists the District Manager with employee onboarding and updates to the employee handbook. Maintains HR employment records. Monitors state, federal, and special districts legislation for newly created or modified employee laws and requirements Assists in managing employee leave requests and ensures compliance with leave policies when the District Manager is unavailable. Support employees in addressing complaints involving the District Manager, ensuring concerns are handled confidentially and appropriately. Assist department heads with creating and managing job postings and advertisements to ensure compliance with state posting laws. Participate in benefits, wellness program, and other employee assistance projects Creates, reviews, and updates district office policies Assists the District Manager as needed. Other duties as assigned. Rules & Regulations Interpret and enforce the District Rules and Regulations and related policies. Assists with updates when needed. Monitor the District for covenant violations and enforce when needed. Conduct site visits to investigate violations, issue warnings and citations, resolve disputes, and impose fines when necessary. Report monthly activities at Board meetings. Administer and enforce the District Architectural Guidelines. Process applications for review, examine required documentation, determine if exterior projects adhere to the guidelines, conduct site visits as necessary, and present projects at board meetings for Board approval. Consults with the District Manager if needed or when proposing regulations or guideline updates. MINIMUM QUALIFICATIONS Preferred Bachelors degree in Business Administration or Accounting, and five years of related experience in utility, general business, accounting, or office management. High School diploma (or GED) required. High level of knowledge with Microsoft Office Suite experience (Word, Outlook, PowerPoint, Excel). Familiar with video conferencing software. Prefer work history with accounts payable, customer service, or in the water/sewer utility field. Ability to write difficult correspondence and reports. Ability to effectively communicate in small and large group situations. Ability to understand, explain, and enforce regulations and policies. Must have a valid drivers license and operating vehicle. JOB DETAILS Hours are generally 7:00 AM to 4:30 PM, Monday through Thursday, and 7:00 AM to 11:00 AM Friday, with a 30-minute lunch break (40-hour week). Limited on-call/after-hours for emergency customer responses during water main breaks and other system emergencies. Attend the monthly Board meeting on the third Tuesday evening of the month. Paid (Flex) time off will be offered in exchange for additional hours worked outside the scope of regular business hours (i.e., more than 40 hours/week). BMMD is a drug-free workplace. Pay frequency is every other week. This in-person position reports to the District Manager and is located at 106 Adams Ave, Silverthorne, CO. BENEFITS + COMPENSATION Exempt / Salary position - Starting pay is $70,000 - $90,000 based upon candidate experience, qualifications, and employee housing needs (see below); annual performance-based increases thereafter. Health Insurance Employer-paid health, dental & vision insurance. Spouse or family coverage is paid by the employee. Health benefit expense costs can be passed to the employee if not utilized. Life and Disability Insurance Employer-paid long-term, short-term disability insurance and life insurance. Retirement - 457 retirement plan employer match up to 4%. Sick Time - is accrued at 5.34 hours per month, totaling 70 hours annually. Vacation Time - is based on length of service, time is accrued from the start date, 3 weeks (120hrs) per year. one. After 3 years, annual vacation accrual increases to 200 hours. Holidays - 10 paid Holidays plus 3 days of personal leave annually. Benefits start on the first day of hire. EMPLOYEE HOUSING On-site housing may be available (specific details to be discussed at the point of offer). Employee housing is located at the District office and is a condo with 3 bedrooms, 3 bathrooms, laundry, parking, and a small backyard area. Utilities are included, except cable. There are no garage spaces, and the unit may be shared with other employees. WORK ENVIRONMENT This position reports to the District Manager. The orientation and training period is expected to take up to six (6) months to achieve general competency unless previous Special District/accounting experience is part of the work history. This position will require physical demands, requiring long periods of time spent sitting at a desk working on a computer. The position requires walking on uneven ground during property inspections. Need for writing/typing, grasping/turning, and lifting/carrying 10-15 pounds frequently. ESTIMATED HIRING SCHEDULE* October 29th November 14th: Accepting applications. November 14th: Qualified candidates will be contacted to schedule an interview. November 17th 21st: First round interviews will be conducted. November 24th: The District will determine if a second round of interviews is needed or will award the position. December 1st: Earliest position begins or thereafter. * Subject to change depending on qualifications and quantity of candidates. TO APPLY To apply, qualified candidates must complete an application that can be found on the District website at www.buffalomountainmd.gov/employment, please include references and a cover letter in the application. Education Level: High school education or GED required Experience Level: 5+ years of experience required References: Submit references when applying