Utility Office Manager

Salary: $31.50 - $40.17 Hourly Location : Baraboo, WI Job Type: Full-Time Job Number: 2026-08 Department: UTILITIES Opening Date: 02/26/2026 Closing Date: 3/12/2026 2:00 PM Central General Purpose Perform all accounting functions for the Water and Sanitary Sewer Utilities and is responsible for the daily operations of the Utility office. Oversee the utility billing revenues and associated expenses for the Stormwater Utility and Street Light Special Charges. Ensure all office procedures, including but not limited to accounting, utility billing and customer complaints are handled in a timely and precise manner in accordance with the Public Service Commission regulations and the Governmental Accounting Board standards. Supervision: Received: Work under the direct supervision of the Utility Superintendent according to an established work routine. Exercised: Supervise the Utility Billing Technician position. Essential Job Functions and ResponsibilitiesMake decisions, compile data, and prepare reports in the absence of the Utility Superintendent. Prepare and file the Water Utility Annual Public Service Commission of Wisconsin (PSC) Report with the Utility Superintendent's input on the physical portion of the report. Develop and maintain financial/statistical spreadsheets to assist in PSC report preparation. Maintain Utilities chart of accounts in conformance with PSC uniform system of accounts. Perform general ledger account conversions periodically mandated by the PSC. Remain current on Governmental Accounting Standards Board (GASB) and PSC administrative rules for accounting and detailed record keeping. Retire sold or discarded plant asset property in general ledger, City's Capital Asset records and Utility's Continuing Property Records required by the PSC as well as plant acquisitions. Reports plant asset activity to Finance Director for insurance purposes. Calculate payroll and maintain Utility records of vacation, sick leave, and compensatory time for the Water Utility and Sanitary Sewer Utility employees. Input all Utility employee hours into City's computerized timesheet program and generate hours report for City Clerk each payroll. Confirm year end leave balances with City Clerk before compiling year end adjusting entries. Verify and reconcile wages on biweekly Utility payroll transfer forms, generated by City's Payroll Clerk against Utility department reports. Upon Utility Superintendent's approval, authorizes City Treasurer to transfer funds. Prepare expense vouchers charging each invoice to correct PSC general ledger account, and issue Accounts Payable checks for Utilities upon verification and approval of Superintendent. Process account payable check registers for Finance Committee and City Council and export format to Baraboo State Bank for checking account security. Oversee utility billing procedures to ensure that all processes/reports are completed accurately. Provide backup/assistance for utility billing processes as needed, and in absence of Billing Technician. Initialize process of receipting customer payments received via US mail, validating check and/or money orders to provided billing stub. In absence of paperwork, verifies payment amount to customer's utility billing account. Tabulate daily collections, retaining all payment forms to verify accurate posting of payments to utility billing software for Billing Technician. Approve all utility billing adjustments calculated by Utility Billing Technician. Assist Billing Technician with nonpayment service disconnections, coordinating activity with Superintendent, Foreman, crew, and City Treasurer's office. Approve all eligible quarterly service disconnections identified by Billing Technician and oversee office protocol during process. Prepare monthly Utility Billing collections allocation to correct utility fund and issue check to City Treasurer for Stormwater Utility's and Street Light Special Charge's respective share of monthly payments. Update Utility billing charges for Water, Sewer, Stormwater Utilities and Street Light Special Charges in the general ledger after reconciling accounts receivable to billing program trial balance. Supervise Utility Billing Technician during the annual tax certification process. Review delinquent accounts, determine tax certification eligibility and approve tax roll charges and calculated penalties. Post yearly tax roll billing charges to general ledger for Water, Sewer, Stormwater Utilities and Street Light Special Charges. Handle customer complaints and inquiries while maintaining an easily accessible record of the procedures followed to resolve. Process general account receivable billings for materials purchased, labor performed, bulk water sales, new service installations, reconnections, damages, leachate, biosolids, and other sewage services. Monitor collections and generate delinquent notices when applicable. Maintain computerized materials inventory program for the Water Utility, Sanitary Sewer Utility and Stormwater Utility through work order system. Compile individual work orders in Materials and Supply report and post to general ledger on monthly basis. At year-end, coordinate physical count with respective Water and Sewer Foremen and Street Superintendent. Balance all general ledger accounts to on-hand quantities recording activity in Materials Management software. Compute annual tax equivalent (PILOT) for the Water Utility. Compute Sanitary Sewer Utility's 50% share of annual depreciation, taxes, and return on meters. Compile journal entries and post activity to general ledger. Compile and post general journal entries for both the Water and Sanitary Sewer Utility on a monthly, quarterly and annual basis to reflect on-going account activities. Process Utility trial balances, reconcile ledger accounts, and generate financial statements. Responsible for the creation and compilation of all Utilities year end journal entries/adjustments in addition to providing relevant documents to Utility auditors. Independent auditors will provide list of requested information to be uploaded to their portal. Assist Superintendent in preparation of operating budgets for the Water Utility and the Sanitary Sewer Utility. Provides City Treasurer with annual utility billing associated expenses for the Stormwater's Utility and Street Light Special Charge's operating budgets. Compile budget amendments and post to general ledger for both Utilities after Superintendent's approval. Request PSC Conventional Rate Case (CRC) application and complete financial sections of report. With Superintendent's input on long term capital improvement planning, input information into PSC rate application template. Upload completed application and data requests to PSC electronic portal. Coordinate newspaper publishing and public hearings required. Prepare PSC Simplified Rate Case (SRC) application when Water Utility meets eligibility requirements. Compile billing and financial information for Sanitary Sewer User Fee rate studies conducted by contracted accounting firms. Track costs for construction in progress and upon their completion, close project to correct plant classifications in general ledger after receipt of Superintendent's breakdown of final contract. Assist Superintendent with computerizing valve records, hydrant records, and service records. Compile fuel expenditures for off-road machinery and submit state fuel tax credit claim reports for the Water Utility and Sanitary Sewer Utilities. Monitor funds in all Utility cash accounts/investments and, upon Superintendent's approval, authorize City Treasurer to make transfers, invest funds, etc. Maintain cash flow worksheets for Water and Sewer Utilities for funds management. Prepare report of Utilities' plant assets for City Clerk's management, discussion and analysis section of citywide financial statements. Provide auditors with annual storm water inventory; assist with annual review/check. Provide Storm Water Fund and Street Light accounts payable invoice report to City Treasurer to perform funds transfer. Assist Superintendent with preparation of all purchase orders for the Water Utility and Sanitary Sewer Utility when applicable. Peripheral Duties: 1.Maintain Water & Sanitary Sewer Department page on City of Baraboo's website. 2.Internal Control - Reconcile General City Fund Checking account on a monthly basis. 3.Conduct Daily interaction with Foreman and crew for any water related topics. 4.Customer Service - Handle citizen phone calls and on-premises inquiries for other departments within City Services Center, establish payment arrangements on Utility customer accounts, and assist with any activity delegated by Department Heads. 5.Attend Utility accounting and computer training seminars. 6.Attend Safety, supervisory and customer service training. 7.Perform additional tasks as required or requested. Qualifications Desired Minimum Qualifications: Knowledge of PSC accounting principles and practices, office management practices and procedures, computers, and electronic data processing including, but not limited to, word processing, data base, and spreadsheet. Previous experience with Utility billing software considered a plus along with knowledge of plumbing terms. 2.Knowledge of Governmental Accounting Standard Board (GASB) accounting principles. 3.Skill in operating computerized accounting program and listed tools and equipment. 4.Possess ability to prepare, maintain accurate records and complete precise data reports. Understand and carry out oral andwritten instructions. Interact with customers in difficult situations in order to resolve issues. Education and Experience: 1.Associate's Degree in Accounting with specialized course work in office management, computer operations and data processing. Experience in municipal utility accounting is desirable. Equivalent of six years of accounting experience and training in office management. Working knowledge of office procedures along with experience in customer complaint resolution. Supplemental Other Requirements: Possession of a valid Wisconsin driver's license for travel to banks, post office, and other Municipal buildings. Tools and Equipment Used: Computer and printer, telephone, 10-key calculator, phone, base radio, fax machine, copy machine, and various software programs including the Microsoft Office Suite with Word and Excel Spreadsheet along with all Caselle Connect Accounting modules for the effective operation of the Utilities. 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 job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is required to sit, talk, and hear. The employee is further required to walk; use hands to finger; handle or operate objects, tools, or controls; reach with hands and arms; and bend and stoop. The employee must occasionally lift and/or move up to 25 pounds, Specific vision abilities required by this job include close vision and the ability to adjust focus. 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. The noise level is moderate. Selection Guidelines: A formal application, the rating of education and experience; an oral interview; and a reference check are required. In addition, a job related test will be administered. 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. Vacation/Paid Time Off (PTO) Schedule: One (1) Year of Service Seven (7) Days Two (2) Years of Service Fourteen (14) Days Five (5) Years of Service Twenty-one (21) Days Twenty (20) Years of Service Twenty-four (24) Days Twenty-Five (25) Years of Service Twenty-Five (25) Days Retirement Fund: All employees eligible under the State of Wisconsin Retirement System will be participants in the Wisconsin Retirement Fund. The City and the employee shall make such contribution to the WRS as may be required by law. Health Insurance: All employees eligible under the State of Wisconsin Retirement System (WRS) are eligible to participate in the City's Health Insurance Program. The City and the employee shall share contributions for this benefit. Life Insurance: All employees eligible under the State of Wisconsin Retirement System (WRS) may elect to participate in the State of Wisconsin Group Life Insurance Program. The City and the employee shall share contributions for this benefit. Income Continuation Insurance: The City provides each eligible employee with Income Continuation Insurance through the Wisconsin Public Employers' Group Income Continuation Insurance Program to protect the income of City employees during short or long periods of disability. Sick Leave: One day of sick leave per month (12 per year) will be granted to all eligible employees at their prevailing wage rate based on an eight (8) hour day. This list is intended to be a brief summary of benefits. Any specific questions should be directed to the Payroll Department.

Created: 2026-03-04