Accounting & Office Operations Manager

About the Position

The Alliance of Indiana Rural Water is a non-profit 501(c) 6 corporation that has been a state affiliate of the National Rural Water Association (NRWA) since 1982. The Alliance is a training and technical assistance trade association with over 1,000 members, including utilities and Associate Members throughout the state of Indiana. The Alliance currently has a staff of 18 working with rural and midsized communities across the state. We are currently accepting applications for an Accounting & Office Operations Manager.

The Accounting & Office Operations Manager supports the association’s goals by maintaining accurate, timely financial information and statements, and by collaborating with staff to meet member needs. This role involves working with our external Accounting Firm, managing Accounts Payable/Receivable, and maintaining financial records, while also handling a variety of clerical responsibilities and membership services duties. In addition, the Manager oversees Member Services by supporting the day-to-day operations of our office in Franklin, Indiana. This includes assisting with various clerical tasks, coordinating with internal teams on state and federal programs, managing training and CEU processing, overseeing conference registration, and more. Other duties may encompass maintaining new hire documents, performing HR functions, and managing data for legislative reporting. The position requires flexibility to adapt to shifting priorities and the ability to work both independently and collaboratively.

Roles and Responsibilities (not all inclusive)

Accounting & Financial Management

• Oversee accounts payable (A/P) and accounts receivable (A/R) processes to ensure accurate and timely financial transactions
• Process monthly staff expense reports, manage payroll and benefits to ensure proper compensation and benefits administration and adherence to organizational policies
• Assist with general database administration, including reporting and data entry tasks
• Contribute to monthly close activities by classifying expenses (across grants and indirect allocations) and work with the Controller on quarterly grant reports
• Assist with budgeting and forecasting as needed to support organizational financial planning
• Work with the Controller to provide quarterly grant reports to the programs manager and staff to track the financial status of programs
• Collaborate with external audit firms, the Executive Director, and prepare reports for external entities (e.g., lobbying and gaming commissions) as well as support annual audit and tax return preparations
• Work closely with the Executive Director, Controller, Deputy Director, Conference & Events Manager, and other relevant personnel to ensure the association’s financial goals and operational needs are met

Office Administration & Member Services:

• Assist with general database administration (reporting and data entry) and maintain internal filing systems for payables, receivables, and other essential documents
• Maintain office equipment (copiers, printers, postage meters) and oversee contractors providing services to the Franklin office (e.g., lawn care, HVAC, cleaning)
• Manage incoming communications by answering phones, monitoring Alliance mail, email, faxes, and voicemails, ensuring prompt responses
• Oversee inventory management of general association promotional items and office supplies
• Oversee the processing of new member applications and ensure the membership database is consistently updated throughout the lifecycle
• Oversee CEU processing for all events and trainings, and assist with attendance management for training webinars as needed
• Oversee the preparation of binders, handouts, and mailings for conferences, trainings, and exam review courses; support pre-conference preparations, manage onsite registration, and handle post-conference wrap-up
• Collaborate with trainers and management to coordinate and confirm training sessions, including:
  • Scheduling and preparing training venues by coordinating with host locations
  • Maintaining clear, consistent communication with hosts and trainers, providing essential materials before the event
  • Following up post-training to ensure successful execution and gather feedback for future improvements
• Assist with mailings and other administrative tasks as needed
• Support the planning and execution of conferences and events, participating in approximately six in-state event annually

Job Requirements

Education, Skills & Abilities:

• Minimum of an Associate’s Degree in Accounting, Business or related field
• Bookkeeping Experience Required - including AP/AR experience
• Experience with QuickBooks Online or similar accounting software required
• Payroll and benefits administration experience is a plus
• Not-for-Profit Experience is a plus
• Excellent communication skills, both verbally and written
• Proficient in Excel and other Microsoft Office products

Schedule: Full-time, Monday to Friday

Work Location/Travel Requirements:

• The position requires in-person work at the Franklin, IN office to ensure that all office needs are met and to handle critical financial processes and filings, such as accounts payable/receivable, along with other essential administrative tasks
• Travel within Indiana for Alliance events is required (5-6 times per year)
• Potential for travel for out-of-state conferences with NRWA (2 times per year)

Outstanding Benefits:

• Medical, Dental and Vision - employee portion of premium is paid 100% by employer
• Health Savings Account with employer contribution
• Basic Life - provided by employer. Voluntary Life and AD&D is available for an additional fee
• 401K with generous match up to 10%
• Generous PTO - 13 paid holidays, paid vacation within the first year, sick & personal days
• Flexible schedule

Salary Range: to be discussed

Alliance of Indiana Rural Water is an equal opportunity employer.