Utility Office Manager

2 weeks ago

Baraboo, Wisconsin, United States City of Baraboo Full time
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.

Insure all office procedures, including but not limited to accounting, utility billing and customer complaints are handled in a timely and precise manner in accordance to the Public Service Commission regulations and the Governmental Accounting Board standards.

Essential Job Functions and Responsibilities

Essential Duties and Responsibilities:

  • Make 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 yearend 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 insure 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 or 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 penalties calculated. 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 Utility's and Street Light ' 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.
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.
  • Knowledge of Governmental Accounting Standard Board (GASB) accounting principles.
  • Skill in operating computerized accounting program and listed tools and equipment.
  • Possess ability to prepare, maintain accurate records and complete precise data reports. Understand and carry out oral in addition to written instructions. Interact with customers in difficult situations in order to resolve issue
Supplemental

  • 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.

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