The City of Middleton Public Works Department is searching for an experienced and enthusiastic Office Manager to join the Public Works team. This role is a great fit for someone looking for a way to serve the residents of the community while being an integral part of a highly professional and engaged work group dedicated to public service.

The Office Manager for the City has a deep, rewarding, and challenging role. They supervise and direct the day-to-day administrative activities of the City's Public Works customer service connections with citizens. They also play an important supporting and coordinating role in every facet of Public Works including, but not limited to, billing, inspections, engineering, and operations. Successful candidates will possess exceptional attention to detail, broad office and administrative experience including experience supervising others, and a deep desire to apply their skills to serve the City.

The Public Works Office Manager, under the intermittent supervision of the Director of Public Works, directs, oversees, and supervises all administrative and clerical employees of the Public Works Department. This role supports activities across the multiple disciplines of administration, engineering, and operations within the public works department. The Office Manager also supports the Planning and Building Inspection departments. They perform a wide variety of activities to ensure the efficient operation of the office. The Public Works Office Manager exercises independent judgment and makes decisions on behalf of the Director of Public Works in the areas under their responsibility.

Administrative Details:

This position is a Regular Full-Time Permanent position. Full time employees are eligible and required to participate in the Wisconsin Retirement System (WRS). Other benefits available are dependent on the status to which applicants are hired. Please see the Benefit tab/portion of the job posting for details.

Documentation Submission: Please note that this application requires the submission of supporting documents. Failure to submit the required documentation will disqualify your application from consideration.

Background Check

As a part of this application process you must complete and submit an Authorization for a background check to be completed. Background checks will only be completed for applicants that are selected as potential finalists, but the form must be completed and submitted at the time of application. Download the Background Check Consent form here.

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City of Middleton Veterans' Preference Program

The City of Middleton honors and recognizes the sacrifice and dedication made by veterans of the United States Armed Services, and the unique skills, experiences, and abilities they bring to the workplace. The City’s Veterans' Preference Program is designed and implemented to encourage and enable the recruitment, review and potential hire of qualified veterans. This program does not guarantee the selection of any veteran or eliminate the need for such veterans to otherwise meet all basic qualifications for the position(s) for which they apply.

Please see the Veterans' Preference Program link on the Job Opportunities page menu for the details and requirements of the program.

• FLSA Status: Exempt
• City Salary Grade: 8
• Positions Status: Regular, Permanent Full-time
• Schedule: Full-time/40 hours per week
• Non-represented
• Supervisory

Essential Functions

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  Directs activities of administrative and clerical support staff, provides cross training, and conducts evaluations of same.
• Approves timesheets and time off requests for support staff, and maintains all payroll and personnel records.
• Assembles and distributes various committee agendas, packets and minutes using agenda management software.
• Schedules appointments and public hearings. Reserves rooms for meetings.
• Directs the receiving and distribution of all mail and other correspondence.
• Prepares City legal notices. Oversees mailing to property owners, forwarding to newspaper for publication, and posting to website.
• Coordinates all new addressing and address changes within the City; notifying multiple agencies and emergency services of the changes.
• Coordinates services in response to public inquiries. Manages requests received through Request Tracker on City website. Forwards same to Operations Manager if regarding service of traffic signals and street lights, and activities of the street crew.
• Coordinates distribution of public information for the media, i.e. website, newspapers, TV, radio, e-mail notifications and semi-annual Public Works newsletters.
• Attends weekly Public Works/Planning staff meetings.
• Directs records management for all permits, project and planning file documents and ensures that records are properly preserved and disposed of in accordance with State Statutes and City of Middleton ordinances.
• Receives, files, edits & maintains all PDF documents (applications, agreements, legal documents, building plans, record drawings, committee submittals, etc.) submitted to the PW, Planning, or Building Inspection departments.
• Receives all Plan Commission submittals (hard copies and pdf), notifies Planning staff of same, emails submittal to group email (named: PC submittals), including finalized Staff Recommendation memo, adds project to appropriate Plan Commission agenda, creates new file.
• Serves as a backup for front counter customer service, and answering phone calls when the Public Works Assistant is not available for those tasks.
• Tracks all phases of developer projects, including Plan Commission applications (scheduling & processing), coordinates multiple department reviews and approvals of plan drawings, verifies that all required fees have been paid, and forwards information to Building Inspector for issuance of building permit.
• Tracks and itemizes requirements for City/Developer Agreements; Developer Escrow Accounts; and Madison Metropolitan Sewerage District (MMSD) review and fees, Geographical Information System (GIS), Park Development/Park Improvement and Impact Fees. Emails monthly statement for all Developer Escrow Accounts.
• Issues various permits and collects and receipts fees for same. Forwards Street Opening Permits to Engineering Dept, then forwards approvals to applicants.
• Issues all Erosion Control and Storm Water Permits after Dane County recommendation for approval.
• Processes State of WI plan approval letters forwarded from City Clerk; including forwarding via e-mail to 'State Letter' group, filing in associated Plan Commission file, and attaching to building permit in iWorQ software.
• Indexes, files and forwards to City's GIS consultant recorded certified survey maps and easements.
• Responsible for all Department financial transactions, including cash/check deposits and daily credit card report.
• Maintains petty cash fund.
• Maintains current vendor list, noting which companies accept credit card payments.
• Prepares cost estimates for purchase and maintenance of all office equipment and furniture.
• Processes payment of invoices – codes invoices for accounts payable and enters into accounting software.
• Maintains Department credit card – codes all purchases made, uploads and processes bill on monthly basis.
• Prepares periodic financial and payroll reports.
• Serves as Notary Public. Makes recommendations to the Director of Public Works addressing operational performance of the office.

• Performs other related job duties as required.

Knowledge

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  Working knowledge of all office equipment, terminology and procedures, and standard computer software (Microsoft Office, Acrobat Professional).
• Preferred familiarity with software applications for agenda management (OnBase), accounting (Caselle), and building permit management (iWorQ).

• Ability to create, direct, and implement all office procedures.
• Ability to work within operating budgets, purchasing procedures, and become familiar with local vendors.
• Tact, courtesy and ability to get along well with others.
• Ability to coordinate staff efforts in support of several departments.

Education

• Minimum requirement of High School Diploma or equivalent
• Associate Degree in business administration, public administration preferred
• Bachelor's Degree or greater in business administration, public administration highly preferred.

Experience

• Experience in secretarial/clerical work required.
• Three or more years professional work experience in billing, accounts receivable, customer relations.
• Minimum one year in an office/administrative supervisory role required; three years of more highly preferred.

Training

• Competent in Microsoft office applications required.
• Experience with billing and financial management software preferred.