Utilities Administrative Assistant
: Job Details :

Salary: $22.06 - $23.00 Hourly Location : Stoughton, WI Job Type: Full-Time Job Number: 416 Department: Utilities Opening Date: 08/27/2025 Closing Date: 9/11/2025 4:00 PM Central SUMMARY OF JOB The purpose of this position is to perform general administrative tasks for Stoughton Utilities. ESSENTIAL DUTIES AND RESPONSIBILITIES

• Performs general administrative tasks, such as preparing correspondence, filing documents, maintaining project files, maintaining records of customer communications, faxing, typing, and photocopying.
• Creates, proofreads, and formats documents, emails, spreadsheets, and presentations upon request that meet professional standards and expectations. Prepares reports from research and utility data upon request.
• Prepares, distributes, and posts public notices, agendas, memos, and presentations.
• Records and prepares meeting minutes, which may include Stoughton Utilities Committee and internal staff meetings.
• Assists in the tracking of electrical outage events and statistics by accurately entering data into outage management platforms.
• Assists in project management by tracking deadlines and plan revisions and facilitating communication.
• Assists in the coordination and scheduling of meetings and conferences. Prepares meeting rooms prior to use and restores them following their use. Coordinates all meeting needs, including supplies, refreshments, and food if applicable.
• Maintains meeting room availability calendars.
• Maintains lobby appearance.
• Assists in the creation, printing, and mailing of mass customer mailings.
• Assists in the maintenance of an inventory of privately-owned wells within the municipal boundaries.
• Assists in the preparation of reports in accordance with DNR, EPA, and other regulatory agency requirements.
• Maintains and organizes historical utility files and records. Research utility files and records in response to staff and open records requests to locate and compile documents.
• Processes incoming and outgoing mail and bank deposits, which include traveling to City Hall and the bank. Delivers mail to staff.
• Receives written and verbal requests, inquiries, and complaints, coordinates actions required and responds to inquiries.
• Maintain files of customer complaints and inquiries.
• Attends and assists with utility-sponsored public events and participates in outreach efforts.
• Complies with all Stoughton Utilities Safety Programs.

While the following tasks are necessary for the unit's work, they are not an essential part of the position's purpose and may also be performed by other unit members.

• Greet, direct, and provide customer service to the public visitors.
• Answer, direct, and route telephone calls and messages.
• Provide emergency after-hours phone support as needed during widespread outages and other emergencies.
• Assist other division staff as required.
• Assist with monthly disconnection processes, annual financial audit, and public events.
• Perform other tasks as assigned.

QUALIFICATIONSEducation and Experience

• High school diploma and vocational training with 1 year of utility experience, or any combination of education and experience that provides equivalent knowledge, skills, and abilities.
• Working knowledge of Microsoft Windows and other software in a business environment, including Microsoft Word, Excel, PowerPoint, and Outlook.

Conditions of Employment

• Must pass a background check, driver's license check, pre-employment physical, and drug screen.
• Valid Driver's license.

JOB KNOWLEDGE, SKILLS, AND ABILITIESLanguage Skills

• Ability to prepare letters, statements, notices, memos, presentations, spreadsheets, narrative, and other correspondence using prescribed formats and conforming to all accepted rules of punctuation, grammar, diction, and style.
• Ability to classify, compute, and tabulate data and information, following a prescribed plan requiring the exercise of some judgment.
• Ability to compare, count, differentiate, measure, and sort information. Ability to assemble, copy, record, and transcribe data and information.
• Ability to explain, inform, demonstrate and clarify to others within well-established policies, procedures and standards, as well as the ability to follow specific instructions and respond to simple requests from others.
• Ability to utilize a wide variety of advisory data and information, such as customer information, maps, computer software operating manuals, PSC rules and regulations, municipal code, procedures, guidelines, and non-routine correspondence.
• Ability to communicate effectively with customers, department personnel, bank personnel, law enforcement personnel, and the general public.

Mathematical Skills

• Ability to add and subtract, multiply and divide, and calculate percentages, fractions, and decimals. to calculate percentages, fractions, and decimals. Ability to interpret basic descriptive statistical reports.

Judgment and Situational Reasoning Ability

• Ability to apply facts and principles for developing approaches and techniques to problem resolution.
• Ability to interpret instructions furnished in written, oral, diagrammatic, or schedule form.
• Ability to use functional reasoning and apply rational judgment in performing diversified work activities.
• Ability to exercise the judgment, decisiveness, and creativity required in situations involving the evaluation of information against sensory, judgmental, and/or subjective criteria, as opposed to criteria that are clearly measurable or verifiable.

Physical and Mental Abilities Required to Perform Essential Position Functions

• Ability to operate office equipment and machinery requiring simple but continuous adjustments, such as multi-line telephone, computer keyboard/typewriter, calculator/adding machine, photocopier, fax machine, postage meter, paper cutter, hole punch, two-way radio, and other items used in performing essential functions.
• Ability to coordinate eyes, hands, feet, and limbs in performing semi-skilled movements such as rapid keyboard use.
• Ability to exert very moderate physical effort in sedentary to light work, typically involving some combination of stooping, kneeling, crouching, crawling, lifting, carrying, pushing, and pulling.

Environmental Adaptability

• Ability to work under safe and comfortable conditions where exposure to environmental factors is minimal and poses little to no risk of injury.

FULL-TIME BENEFITS - 32+ Hours/Week Effective 1-1-2025 The following benefits are offered to regular full-time (32+ hours per week/1664+ annual hours minimum) employees, Please note that this is a summary, and benefits are not guaranteed. Review the Quartz HMO or Quartz PPO Summary of Benefits and Coverage (SBC) document for coverage details or contact Quartz directly. HEALTH INSURANCE Coverage is effective the day after hire; premiums are deducted monthly from the 1st payroll of the month. Quartz HMO - benefits listed for in-network providers only. Employee responsibility toward monthly premium: Family $73.39 Employee & Spouse $48.16 Employee & Child(ren) $43.56 Single $22.93 In-Network Provider Coverage ONLY - See SBC for details Deductibles are $500/single - $1,000/family $0 co-pay for preventative/screening $30 co-pay on office visits $30 co-pay on urgent care visits $100 co-pay on emergency room visits (co-pay waived if admitted to hospital) Prescription drug co-pays: $10/Tier 1 $35/Tier 2 $60/Tier 3 $200 Specialty drugs $5 RX Outcomes Out of Pocket Limit $2850 Single/ $5700 Family Quartz POS Employee responsibility toward monthly premium: Family $395.39 Employee & Spouse $259.37 Employee & Child $234.77 Single $123.56 Note: the Quartz POS coverage has higher and separate deductibles and out of pocket costs. Refer to the SBC for details. This Plan does allow the flexibility to use in and out of network providers. But, the costs are higher. Refer to the SBC for details. Employee out of pocket qualified medical expenses can be run through the flexible spending plan (Section 125) which is managed through Employee Benefits Corporation (EBC). Enrollment into this plan occurs only during annual enrollment which is November/December. DENTAL INSURANCE Coverage is effective the day after hire. The City covers 100% of the premium for dental coverage. Note: Full-Time employees pay no portion of the dental premium. Delta Dental benefits listed for in-network providers only Delta Dental In-Network Coverage: There is no deductible for dental coverage. Per person, per benefit accumulation period is $1,000. Diagnostic and preventive procedures are paid at 100%; Basic restorative procedures are paid at 80%; Major restorative procedures are paid at 50%; Orthodontic procedures are paid at 0%. Check Up Plus - lets you obtain diagnostic and preventive services - including examinations, X-rays, regular cleanings and other related treatments without the costs of those services applying to your individual annual maximum. The full value of your annual maximum is applied to the benefits you receive for base and major restorative services. RETIREMENT Provider Wisconsin Retirement System (WRS) 2025 Wisconsin Retirement Rate is 13.90% for general employees. The employer and employee shares are equal at 6.95% each. 2025 Wisconsin Retirement Rate is 21.90% for protective employees. The employer share is 14.95% and the employee share is 6.95%. Eligibility to Participate- from the ETF Your Benefit Handbook (ET-2119) Rev10/13 Depending on when you began your job, your job will have to meet one of these two standards for it to be covered under the WRS.

• One-third standard -- A position that is subject to the one-third standard meets WRS participation standards if you are expected to work at least one-third of full-time (600 hours for non-teaching employees) for at least one year from date of hire. You will remain eligible even if your job subsequently drops below one-third.
• Two-thirds standard -- A position that is subject to the two-thirds standard meets WRS participation standards if you are expected to work at least two-thirds of full-time (1200 hours for non-teaching employees) for at least one year from date of hire. You will remain eligible even if your job subsequently drops below two-thirds.

If you were a continuing employee as of July 1, 2011, your job must meet the one-third standard. You will remain eligible even if your job subsequently drops below one-third. If you were hired after July 1, 2011:

• If you were a participating employee before July 1, 2011, left WRS service, did not take
• A separation benefit, and are now returning in a new job, your job must meet the one-third standard.
• If you were a participating employee before July 1, 2011, left WRS service, took a separation benefit, and are now returning in a new job, your job must meet the two-thirds standard.
• If you were not a participating employee before July 1, 2011, your job must meet the two-thirds standard.*

If you are not expected to meet these eligibility criteria when you are hired, you will not be enrolled in the WRS at that time. However, if you subsequently work at least 12 months, and in any 12-month period you meet the hour's requirement, you are prospectively enrolled in the WRS. In this situation, your WRS coverage is not retroactive. WRS Mandatory Employee Contributions If your employment is eligible to be covered under the WRS, you must make employee-required contributions. These contributions are credited to your individual WRS account. These contributions are vested immediately. Your contributions are calculated as a percentage of your WRS earnings. The contribution rates are different for each WRS employment category. The rates generally change from year to year based on the recommendation of the consulting actuary. Your employer may have agreed to pay part or all of your employee required WRS contributions on your behalf, pursuant to a contract or collective bargaining agreement entered into prior to June 29, 2011. In addition, certain employees retained the right to bargain with their employers after that date over who will pay the employee-required contributions. Please contact Human Resources for more information. GROUP LIFE INSURANCE Provider Employee Trust Funds (ETF)/Minnesota Life The city pays for the basic premium: Premium based on salary and age. Each employee will receive $1,000 insurance for each portion of $1,000 in earnings the previous year. Eligibility: First of the month following 30 days of employment (timely enrollment-within 30 days from hire). No evidence of insurability required if the employee files within 30 days from date of hire. Coverage for spouse/dependent and additional units is available, as an employee deduction. INCOME CONTINUATION INSURANCE Provider Employee Trust Funds (ETF) The city provides the 90-day waiting period without cost to the employee. The 60 or 30-day waiting period is available with the employee paying the cost of the difference between the 90-day waiting period and the period selected. Eligibility: First of the month following 30 days of employment (timely enrollment-within 30 days from hire). ACCIDENTAL DEATH & DISMEMBERMENTProvider Employee Trust Funds (ETF) Coverage is equal to the total amount of your group life insurance under the basic, supplemental and additional coverages. See The Wisconsin Public Employers Group Life Insurance Program Booklet ET-2101 Rev 1/2016 for further details. VACATION 2 weeks + 3 days at hire and less than 4 full years of service (104 hours) 3 weeks + 3 days after 4 full years of service (144 hours) 4 weeks + 3 days after 9 full years of service (184 hours) 4 weeks + 4 days after 10 full years of service (192 hours) 4 weeks + 5 days after 11 full years of service (200 hours) 4 weeks + 6 days after 12 full years of service (208 hours) 4 weeks + 7 days after 13 full years of service (216 hours) 4 weeks + 8 days after 14 full years of service (224 hours) *Vacation is effective as of January 1st each year* SICK LEAVE is earned per month based on normally scheduled hours per day (i.e. 8 hour day earns 8 hours per month - 5 hour day earns 5 hours per month). LENGTH OF SERVICE PAYMENT (longevity) The first length of service payment is $150.00 (for a 40 hour per week employee) after the employee has completed three full years of continuous full-time City employment prior to December 1 of the calendar year in which the payment is made. Subsequent length of service payments are increased by $50 for each additional year of continuous full-time employment. This amount is prorated for employees working less than a 40 hour week. HOLIDAYS Employee is eligible for the listed paid holidays (in the Work Rules) based on the employee's normal scheduled hours of work per week. FUNERAL LEAVE Employee may take up to three (3) days for a death in the family based on the employee's normal scheduled hours of work per week (family is defined in the Work Rules). 8 hours scheduled = 8 hours funeral leave per day, 6 hour regular day = 6 hours funeral leave per day. HEALTH CLUB MEMBERSHIP Employees are eligible for a free membership to Anytime Fitness. Anytime also offers spouse and family discounts to City of Stoughton Employee families that reside in the same household. See the City of Stoughton Employee Health Club Membership Flyer in your new hire orientation packet. *This is not a guaranteed benefit and is subject to change at any time. OTHER BENEFITS AVAILABLE The following benefits are available to employees and are 100% employee paid if elected. These insurances are offered to complement our existing benefits package and to offer the group rates to all benefit eligible employees.

• Flexible Spending (EBC) As stated above, eligibility for this benefit is only during annual enrollment in November/December for the next calendar year.
• AFLAC Short Term Disability, Accident, Cancer etc.
• Legal Shield Identity Theft protection & Legal Services
• Delta Vision (EyeMed) Vision Coverage
• Costco Shop at any Costco Store, Costco.com, Costco Gas Station, Costco Optical, and Costco Travel.

Disclosure: Please note that this document serves as an overview and in no way should be used to determine coverage. Please refer to your plan documents and or contact the carrier for coverage, out of pocket expenses, co-pays and insured amounts. This document is subject to change at any time and by no means serves as or is intended to serve as a contract.