Description

Job Description  

Position Title: Administrator – KLSWA 

KLSWA Profile: Click here

General Purpose: 

The Administrator of the Kalamazoo Lake Sewer and Water Authority (KLSWA) has overall leadership and  management responsibility for the KLSWA’s delivery of services to the Constituent Municipalities, i.e.,  Saugatuck City, Douglas City, Saugatuck Township and Laketown Township, AKA, “the Community.” The  Administrator is the “face of KLSWA” to the Community and must be open, honest, and forthright in dealing with the Community. The Administrator reports to the KLSWA Commissioners. 

The Administrator leads collaborative efforts with the Operations Manager to ensure that the operation,  maintenance, repair, and replacement of the KLSWA assets happens in a timely manner. The delivery of safe drinking water, and proper handling of waste products is a Public Trust that must always be top of  mind and all legal and ethical standards and requirements must be met.  

The KLSWA staff includes six (6) Operators, two (2) Supervisors and two (2) office staff. The KLSWA  system has a daily capacity of 1,000,000 gallons of water supply and sewage treatment.  

Essential Duties and Responsibilities: 

The Administrator is responsible for overall strategic planning for KLSWA and works with the Operations  Manager and the system engineers. This includes:  

• Developing a long-term vision for KLSWA
• Making policy recommendations 
• Strategic initiatives, including the Capital Improvement Plan (CIP)
• The Administrator is responsible for Asset Management Planning and Long-term Infrastructure investment strategies.  
• The Administrator works with the Operations Manager to ensure implementation of those plans.  
• Manage Issue resolution including pipe breaks, etc. and customer issues, vendor issues, etc. Report to Commission as needed based on severity.  
• The Administrator works directly with the KLSWA Commission and with managers in the  Community when needed.
• The Administrator is responsible for planning and managing the Commission-approved KLSWA budget,  including developing a funding model, applying for grants and loans.
• Create annual budget, and manage to the Commission-approved budget. Assist with bookkeeping, processing invoices, and tracking budgets. Budget reporting should include financial planning and forecasting future goals and objectives, capital improvement projects and researching revenues sources and expenditure for such projects.
• Budget clarity, so that the public can read and understand the budget.
• The Administrator is responsible Stakeholder Engagement including Intergovernmental Relations with state and local agencies and local and regional partners on policy, funding, and emergency coordination.
• The Administrator is responsible for Customer and Community Engagement and for creating, maintaining, and using an open and transparent communications strategy for/with the public, including website, public notices (Constant Contact), Commercial Record, etc. Maintain communications with the Constituent Municipalities on projects, funding needs, and upcoming major events.  
• Oversee publication of notices and “news of note” in local print media and social media.
• Use of Facebook or other Social Media – use local constituent municipalities as models for Messaging and Social Media.
• Manage website including postings for public consumption, as well as updates to the site. Make major updates based on approved recommendations to the Commission. Attend various public meetings in the Constituent Municipalities to maintain clarity and transparency, as required or directed by the Commission.
• Communications with public – Be the  “single point of contact” with the Public. 

The Administrator is responsible for Risk Management including: 

• Insurance and Liability – overseeing risk management, insurance coverage, and legal compliance Cybersecurity - ensure data security and protection of critical infrastructure.
• The Administrator oversees administrative functions including office staff, managing billing and eporting, HR functions, and overseeing customer service functions.
• Oversee daily office functions, including maintenance of office equipment, and ensure a clean and organized workspace. Office and Staff management including day-to-day management and performance appraisals, and recommendations to the Commission.
• Maintain a positive, team-oriented workplace with opportunities for employee growth, team building, and a little fun.
• Develop administrative policies and procedures for the operation of the administrative functions of KLSWA.
• Manage the billing function including AP, AR, bank reconciliation, and special report production, e.g., Billed Usage Report.
• Manage all Payroll functions including time sheet submission, payroll preparation and reporting,  overtime approval, etc.  
• Manage the creation of, or review and approve all vendor invoices within the $10,000.00 spend limit. Anything above requires Commission approval.
• Responsible for all IT Functions including website design/upgrades, selection of hosting vendors, etc.
• Oversees creation of, and updates to, the customer information databases and other key company data. Oversee organization of files and both paper and digital records and databases.
• Create, with the Operations Manager, and with staff support, the Monthly Commission Meeting agendas to be approved by the Commission Chair and least 3 business days prior to the monthly Commission meeting.
• Create monthly Meeting minutes.  
• Provide administrative support services to the Commissioners as well as attends all  Commission meetings.  
• Hold weekly status meetings with the Operations Manager.  

Other Duties: 

• Manage, along with Operations Manager, the relationship with Fleis and Vanderbrink. Manage HR functions including maintaining the Employee Handbook.  
• Manage, with Operations, the relationship with the employee Union and the shop steward.
• Oversee and manage government reporting, e.g., to EGLE, as required.
• Create/maintain a Commissioners Guidebook.
• Oversee and management government reporting, e.g., to EGLE.
• Manage all FOIA Requests, and report them to the Commissioners. Respond to all FOIA requests in a timely manner. Work with the KLSWA Attorney as needed.  
• Special Projects – TBD 

Minimum Qualifications:  

Education and Experience: 

• Bachelor’s degree in public administration, civil engineering, or related field; consider knowledge of water and sewer authority operations. 
  Necessary Knowledge, Skills, and Abilities:
• Three to five years of progressively more responsibility and related work experience. Contact with the public requiring courtesy, discretion, and sound judgement.  

Licensing and Certification: 

• Must have a valid Michigan Driver’s License.  

Tools and equipment used: 

• Office computer(s), MS Office. Knowledge of BS&A billing system a plus. 
  

Physical Demands: 

• There is no unusual effort required for this position.

The employee may need to occasionally lift/move up to 25 pounds.

Work Environment: 

The KLSWA office and plant are a smoke free, vape free and drug free environment.  

The duties listed above are intended to be only an illustration of the various types of work that may be required to be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related to, or a logical extension of the position. 

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and the requirements of the job change.  

Salary: 

$90,000 - $130,000

Deadline to apply: Friday, November 28, 2025. Please submit cover letter, resume and five professional references to walshmuni@gmail.com.

The Kalamazoo Lake Sewer & Water Authority is an Equal Opportunity Employer.