Clerk: Utilities Billing Office (Wastewater)

Job Title:  CLERK:  UTILITIES BILLING OFFICE

Department:  Wastewater-Billing

Reports To:  Utilities Billing Manager

Directs Work Of:  N/A

FLSA Status:  Non-Exempt

Effective Date(s):  2011; 2015; PG 1/1/2019 (1-1-2023)

EEO-4 Classification:  Office-Clerical

Normal Work Hours:  8:30 a.m. to 4:30 p.m.

Normal Work Days:  Monday through Friday

Education/Experience       

Requires a high school diploma/GED and a minimum of two years’ experience in bookkeeping or accounts receivable. Prefer 1-2 year degree/certificate in bookkeeping program.  Equivalent combination of education, skills and experience may be considered.

Position Summary

Provides a variety of billing and clerical support duties for the department. Answers customer inquiries and assists with resolving billing discrepancies.

Essential Duties and Responsibilities
include the following. Other duties may be assigned.

Certifies liens for property tax assessment; researches delinquencies to determine property ownership.

Sets-up new customer accounts and reviews customer data from Water Company.

Accept customer walk-in payments; make daily bank deposits. Maintain and balance cash drawer. Completes building contractors permit paper-work and collects permit payments.

Perform various clerical tasks including posting payments, maintaining files and records, labeling envelopes, pulling records, sorting and preparing bills for mailing. Mail monthly sewer bills. Assist with entering water usage data into computer.

Answer phone, greet customers and direct questions to appropriate staff member.  Respond to questions and communicate account information to customers in a clear and positive manner. Receives, opens and routes department mail.

Perform any other task that may be required to operate the sewer billing office effectively.

Competencies -To perform the job successfully, an individual should demonstrate the following competencies:

Customer Service – Responds promptly and resolves difficult or emotional customer, employee, vendor, and City Officials’ situations in a professional, non-confrontational manner; Solicits feedback to improve service; Meets commitments.

Quality & Quantity - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Monitors own work to ensure quality. Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.

Communication - Speaks clearly and persuasively in positive or negative situations; communicates effectively with customers, employees, vendors, City Officials and members the public and writes clear and informative reports, memos, letters and related business documents. Develops and maintains positive public relations with emphasis on customer service.

Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Completes tasks on time or notifies appropriate person with an alternate plan.  Is consistently at work and on-time. Readily assists/volunteers to assist co-workers.

Qualifications - To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience  

Requires a high school diploma/GED and a minimum of two years of experience in bookkeeping or accounts receivable. Prefer 1-2 year degree/certificate in bookkeeping program.  Equivalent combination of education, skills and experience may be considered.

Computer Skills                                  

To perform this job successfully, an individual should have basic knowledge of Keystone billing software and interfaces; Microsoft Outlook email; and Microsoft Excel and Word Processing software.

Certificates, Licenses, Registrations

Other Skills and Abilities                                                  

Operate common office equipment, telephone, PC, calculator, copy machines, printers, faxes etc.

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 this work, the employee requires the ability to sit for long periods of time throughout the workday; manual dexterity and vision sufficient to operate computer systems for long periods of time without experiencing abnormal hand, wrist or eyestrain and hearing and speech sufficient to understand and clearly communicate in conversations, both in person and on the telephone.  Position will require occasional/periodic work hours beyond the normally scheduled shift.

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.  Working conditions in the office are clean, well lit and free from extremes of temperature and humidity.  The noise level in the work environment is usually quiet. ,