POSITION SUMMARY: Under general direction of the Water Utility Superintendent, the Office Manager performs service account billing, filing, directs the work of the billing clerk, and all accounting duties required by the Public Service Commission and the Water Utility. This position requires the ability to work independently, exercising good judgment and initiative.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Direct Utility functions according to Federal, State, and Water Utility requirements in the absence of the Utility Superintendent. Attend meetings in the absence of the Superintendent.
- Assist Superintendent in improving and updating policies and procedures, develop and maintain forms and manuals relating to lab operations, safety procedures, and confined space entry. Create and maintain report forms necessary for functions of service and filter departments.
- Prepare monthly list of vouchers for Commission approval. Prepare monthly accounts payable/receivable, assign account numbers, post to general ledger, balance accounts, and prepare periodic financial statements for audit purposes (water and wastewater).
- Train and supervise billing clerk. Assist and direct clerk in customer service matters, resolve billing software questions. Performs all duties of billing clerk in his/her absence.
- Prepare invoices for services, tri-annual private fire protection. Oversee collections and annual tax roll. Calculate effluent sewer charges for industrial customers.
- Respond to customer inquiries regarding water quality (taste and odor), assist customers with billing complaints, schedule meter changes/test and service calls, coordinate plant tours. Prepare form letters to customers regarding required meter readings and changes.
- Maintains records for distribution supplies inventory, maintains and updates files on hydrant maintenance, maintains and updates files on valve maintenance. Prepare and maintain work orders to service department.
- Develops and maintains records related to the lead service replacement and other projects.
- Manages utility billing, accounts payable, and general ledger.
- Coordinates renewal of well permits.
- Attends Water/Wastewater Commission meetings.
- Coordinates community participation in lead and copper water testing required by the Department of Natural Resources. Maintains log of water quality calls for the DNR and PSC. Assist Superintendent in well permit/abandonment program.
- Prepare and report annual Toxic Release Inventory.
- Prepare periodic financials for the Utility’s annual report regarding meter inventory, public fire protection, and non-metered water. Prepare summaries for water rate increases periodically.
- Prepare payrolls and maintains all payroll records, prepares monthly sick leave and overtime sheets for posting, coordinates vacation requests, prepares plant operators schedule.
- Order water treatment chemicals, office supplies, service supplies.
- Performs secretarial duties as required by Utility Commission and Superintendent. Receive and screen telephone calls. Type, file, and compose correspondence.
- Miscellaneous duties for committees of the American Water Works Association and the West Shore Water Producers including maintaining databases for mailings and registration.
- Keep office, conference room, and office restroom neat and clean – includes trash removal, vacuuming, dusting, toilet cleaning, and windows.
- Maintains prompt, predictable, and regular physical attendance.
- Performs other related duties consistent with the function of the classification; other duties as assigned.
DESIRED MINIMUM QUALIFICATIONS:
Education and Experience:
- Graduation from an accredited 2 or 4-year college or university with a degree in Business Administration, Accounting, or a related field;
- Five (5) years of progressively responsible office management experiences such as an executive secretary or administrative assistant.
- A combination of education and experience that can be demonstrated to result in the possession of the knowledge, skills, and abilities necessary to perform the duties of this position may also be considered.
Necessary Knowledge, Skills and Abilities:
- Ability to deal with people fairly and effectively.
- Computer skills including proficiency with Microsoft Office software, email, and internet.
- Excellent organizational, analytical, and problem-solving skills.
- Thorough knowledge of budgeting, governmental finance, and accounting.
- Strong collaborative skills and exceptional ability to establish and maintain effective working relationships.
- Ability to communicate effectively with the public/customers and other City employees on matters requiring considerable discretion and knowledge and tactfully deal with complaints and questions; Exceptional ability to communicate effectively both orally and in writing.
- Ability to exercise excellent grammar, spelling and punctuation skills; extensive knowledge of modern office methods and procedures, equipment and filing systems; business letter and report writing techniques and statistical and record keeping principles and procedures.
- Ability to compose correspondence with an accurate typing speed of at least 50 words per minute; transcribe dictation accurately and make mathematical calculations with speed and accuracy; ability to use ten-key calculator.
- Be familiar with, interpret, and apply organizational policies, laws, rules, and regulations.
- Ability to work independently.
- Ability to maintain effective working relationships with co-workers and the public.
SPECIAL REQUIREMENTS:
- Possession of valid Wisconsin motor vehicle operator’s license and willingness to use own transportation in the course of performing required duties (mileage paid); evidence of personal motor vehicle liability insurance as outlined in city policy. Loss of license or insurance is cause for demotion or termination.
TOOLS AND EQUIPMENT USED: Personal computer and related software; multi-line telephone; calculator; copy machine; and fax machine.
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee must be able to read and write English.
Hand-eye coordination is necessary to operate various pieces of office equipment. Specific vision abilities required by this job include vision and the ability to adjust focus. While performing the duties of this job, the employee is occasionally required to stand, walk, sit, stoop, kneel, crouch and crawl; climb, balance, bend, twist and reach; feel, talk, smell, and hear (normal range in normal office environment, corrected or uncorrected); lift, carry, push or pull up to 25 pounds.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work is performed in an office setting. The noise level in the work environment is usually quiet to moderate, and occasionally loud.
The employee is occasionally exposed to fumes, airborne particles, and toxic or caustic chemicals.
SELECTION GUIDELINES: Formal application, rating of education and experience; oral interview and reference check; job related tests may be required. All applicants may be required to submit to medical examination prior to appointment, consistent with the requirements of the position. Background check of local, state or federal authorities will be conducted for all applicants. Applicants must be legally authorized to work in the United States.
RESIDENCY: The residency requirement for all non-emergency city employees shall be as permitted by Wis. Stat. Sec. 66.0502.
SALARY AND BENEFITS: As outlined in the annual Salary Ordinance.
DISCLAIMER: The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. This is an “at will” position, and no language found in this posting should be interpreted in any way to create an employment contract of any type.
The City of South Milwaukee is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the city will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
Minority applicants and Military Veterans are encouraged to apply.