Office Manager

Office Manager

City of Tomah Public Works and Utilities is seeking a highly organized and proactive Office Manager to oversee daily operations and ensure the smooth functioning of our office environment. The ideal candidate will possess strong leadership skills, exceptional communication abilities, and a keen eye for detail. This role is essential in supporting our team and managing various administrative tasks, vendor relationships, and office logistics.

Duties

  • Accountable for accurately maintaining complete financial records of the Water Utility and Sewer Utility in accordance with generally accepted accounting principles and regulations of the Wisconsin Public
  • Service Commission and Wisconsin Administrative Code including the maintenance of two complete sets of general journals and ledgers and prepare monthly reports to the Director and Commission.
  • Prepares and calculates year end procedures to be in compliance with the audit process and work close with the auditors on an annual basis.
  • Evaluates financial needs and assists in investing idle and debt retirement funds.
  • Oversees the preparation and data processing of the utilities billing and collections, maintaining and updating customer billing and meter records and maintains knowledge on all aspects of utility billing.
  • Oversees the data processing and procedures of the utility’s payroll for year-end.
  • Provides information regarding utility billing in response to inquiries and complaints.
  • Prepares accounts payable vouchers and checks.
  • Maintains insurance and plant account records in detail.
  • Prepares and maintain financial records of construction projects and invest monies received for each project according to projected costs on a monthly basis.
  • Assists in preparation of annual budgets for public works department, water utility, and sewer utility.
  • Prepares and files the annual financial and operational water utility report required by the WI Public Service Commission.
  • Prepares and distributes the Public Works agenda and is responsible for recording minutes.
  • Prepares and distributes the Lake Committee agenda and is responsible for recording minutes.
  • Responsible for preparing and distributing the Consumer Confidence Report annually.
  • Responsible for maintaining the official Administrative Code books.
  • Responsible for all aspects of delinquent water and sewer bills for tax roll including mailing notices and making necessary journal entries.
  • Prepares and maintains other accounts receivable for the water and sewer utility.
  • Responsible for publication and mailing notices to residents regarding special assessments and utility projects.
  • Responsible for ordering all office supplies, as needed, and ordering supplies for the Public Works, Water and Sewer departments.
  • Prepares fiscal and physical data required for rate increase requests.
  • Answers telephone and respond to personal inquiries, either firsthand or through referrals; refer visitors; and secure and transmit routing information. Promote positive public service to customers.
  • Assigns work and supervises office personnel.
  • Provides support to the Public Works, Water and Sewer foreman’s.
  • Maintains all records of garbage and recycling totes including serial numbers, losses and damages. Prepares and mails annual tipping fee invoices, as well as prepares invoices for additional tote purchases.
  • Maintains records for the rollout/white glove service.
  • Supervises work tasks for licensed Water and Sewer and Public Works staff.
  • Coordinates work tasks for Digger Hotline locates.
  • Approves Right of Way Excavation Permits.
  • Assists in the decision process for staff recruiting, including interviewing and training.
  • Responsible for transferring funds via ACH.
  • Performs other duties as assigned by the Director of Public Works and Utilities.
  • Performs all other related work as required.

To view more information and application, please visit https://www.tomahwi.gov/watersewer/page/office-manager-public-works-and-utilities