Description
This position is responsible for Utility Billing, collecting and accounting for payments, several financial reporting functions, Election assistance, attend City meetings as needed and answering phone calls.
JOB DESCRIPTION
UTILITY BILLING CLERK / DEPUTY CLERK
Supervised By: City Clerk / Treasurer
Supervises: No supervisory responsibility
Position Summary:
Under the supervision of the City Clerk / Treasurer, performs a variety of account keeping functions associated with accounts receivable, utility billing, and customer service duties. Maintains utility accounts, prepares billings, processes payments, and assists customers with billing information and requests. Serves as Deputy Clerk and assists with elections and election-related duties and may serve as the Clerk in that person’s absence.
Essential Job Functions:
An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.
1. Administers monthly and quarterly utility billing process. Enters meter readings, generates reports, reviews data for irregularities and omissions, and audits for accuracy. Identifies unusual usage patterns and orders re-reads. Prepares, prints, and mails monthly water bills.
2. Prepares delinquent notices, assigns penalties, and issues shut-off notices according to established procedures. Orders shut-offs and prepares list of delinquent water bills to be added to the tax roll as necessary. Generates month-end, consumption, and other reports as requested.
3. Responds to all utility billing related inquiries made by phone and in person, providing necessary forms, reviewing paperwork, and taking appropriate action to resolve questions or concerns. Submits service requests and refers unique or complex inquiries to the appropriate person.
4. Maintains a comprehensive record system for utility accounts and related documents and reports. Ensures account information is accurate and up to date. Establishes, adjusts, transfers, and closes accounts as appropriate. Arranges for final reads and issues refunds according to established procedures.
5. Attends to the counter and phones, receives and posts payments made to the City, and maintains accurate accounting of all funds received. Balances cash drawer and utility service accounts, and prepares funds for deposit.
6. Serves as Deputy Clerk to the City Clerk/Treasurer. Assists in all elections held in the City in accordance with Federal, State, and local laws. Accepts voter applications, issues absentee ballots, maintains election equipment, and coordinates the set up and tear down of voting equipment.
7. Assists in providing administrative support to the City Commission and other boards, commissions, and committees as requested. Schedules and attends meetings, posts meetings, minutes and official notices, records minutes, and completes related tasks as requested and in the City Clerk/Treasurer’s absence.
8. Serves as a liaison to the Public Works Superintendent. Provides general administrative and clerical support, types, files, and performs data entry, sorts and distributes mail, and prepares work orders for public works staff. Completes other related tasks as assigned.
9. Generates and compiles data for a variety of reports, financial statements, and other documents as requested. Provides information to assist in preparing estimates, reports, budgets, and other records.
10. Reviews documents and reports for accuracy and assists in compiling information for use in annual audits and year-end activities. Prepares general audit schedules as assigned and assists the City’s auditors as needed.
11. Enters data, creates and maintains spreadsheets, and prepares standard and special reports. Prepares and composes forms, correspondence, reports, memos, receipts, vouchers, and other similar documents.
12. Responds to standard inquiries and provides general information to citizens regarding City operations, policies and procedures. Resolves routine issues independently and refers more complex situations to the appropriate party.
13. Serves as back-up to other City administrative functions as operational needs demand. May work the front counter, collect fees and receive payments, and assist in other related duties.
14. Performs other related work as required.
Requirements
A high school diploma is required and an Associate’s Degree in business, accounting or related field is desired along with experience in public sector finance or accounting. Experience with BS & A software is desired.
Required Knowledge, Skills, Abilities and Minimum Qualifications:
The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the job.
- A high school diploma or equivalent is required. An associate’s degree or equivalent in business administration, accounting, or related field is preferred.
- Three or more years of experience in an office setting performing accounting or bookkeeping duties. Previous municipal experience preferred.
- Strong knowledge of City services, organizational structure, and general operations to effectively direct and assist the public.
- Knowledge of the methods and techniques of record keeping, filing, records management, and financial reporting.
- General knowledge of the principles, practices and legal regulations of municipal finance, budgeting, accounting, taxes, and basic bookkeeping.
- Excellent customer service skills, including responding diplomatically to customer and internal questions and complaints.
