Utility Billing Clerk/ Administrative Assistant

Job Description

Job Description

Description:

**This vacancy is a Part-Time; 30 Hours per week Monday-Friday position**

Job Summary:

Under general supervision, this non-exempt position performs various tasks related to utility billing, including maintaining and updating the utility billing system and reconciliation of meter readings and performs a variety of general clerical and administrative support duties.

• Provides instructions to customers and assigns new accounts. 
• Answers incoming calls and retrieves voicemail on the multi-line telephone system and directs calls to the appropriate person and/or department. Greets clients and visitors and provides appropriate information and/or materials. 
• Responds to requests for information and provides written, telephone, and in-person assistance to city officials, employees and the public in a timely and courteous manner. 
• Processes incoming and outgoing mail, including postage metering, and distributes to appropriate department. 
• Has the ability to input meter readings into the utility billing system and makes adjustments to accounts as needed.
• Has the ability to prepare or assists in the preparation of monthly utility bills, reminders, and utility shut off notices. 
• Collects departmental receipts, water payments, irrigation meter purchases, deposits and connection and meter fees.
• Processes end-of-day reconciling. 
• Files new customer applications, work orders, and meter and sewer applications.
• Performs monthly automated clearing house (ACH) deposit transactions. 
• Verifies final meter readings and inputs information into the utility billing system, including meter change outs, new meters in system, MTU work orders, and miscellaneous work. 
• Updates new plat information, maintains and assists with monthly billing and reconciliation reports. Inputs new accounts in system and Excel spreadsheets. 
• Creates new utility accounts. Schedules work orders. 
• Has the ability to calculate and pay semi-monthly and quarterly sales tax payable. 
• Oversees maintenance of office equipment including service calls and acts as primary alternate for procurement and purchase of office supplies. 
• Assists with coordination of the City’s records management program and coordinates record retention and disposal for city departments along with working with MDS, the City's off-site storage vendor. 
• Performs notary work.
• Assists in other duties as assigned or needed, such as (however not all-inclusive) helping with monthly accounting reports, taking building payments
• and backup phone for building administrative assistant, process mail, sorting, and public works invoices, etc. 
• Regular work attendance is required.

Knowledge, Skills and Abilities:

May be representative, but not all-inclusive, of those knowledge, skills, and abilities commonly associated with this position.

• Knowledge of financial office procedures and practices.
• Knowledge of the functions of government in a municipality.
• Knowledge of Microsoft Office software (Excel, Word, Access, PowerPoint) 
• Skills: Ability to perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of sensitive deadlines. Excellent customer service skills.
• Ability to handle confidential information in a sensitive manner.
• Ability and willingness to learn new skills quickly and adapt to rapidly changing information and/or technology.
• Ability to work efficiently with very little direct supervision.
• Excellent oral and written communication skills.
• Excellent interpersonal communication skills.
• Strong organizational skills.
• Ability to take initiative.
• Problem-solving ability.
• Sound judgment and decision-making abilities.
• Ability to establish and maintain effective working relationships with co-workers.
• Ability to concentrate in a diverse work setting.
• Ability to operate general office equipment including telephone, copier, printer, and facsimile. and accountability for decision making. 

Physical Requirements and Work Environment:

• Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to communicate effectively;
• Sufficient vision or other powers of observation, with or without reasonable accommodation, which permits the employee to review a wide variety of written material in electronic or hard copy form;
• Sufficient manual dexterity with or without reasonable accommodation, which permits the employee to operate a personal computer and related equipment;
• Sufficient personal mobility and physical reflexes, with or without reasonable accommodation, which permits the employee to have access to various work sites throughout the City and out of the area.
• Must be able to routinely lift objects weighing 10lbs and occasionally lift objects up to 25lbs.
• Work is performed in an office environment with frequent interruptions.

NOTE: This job description is not intended to be all inclusive. Employees may need to perform other duties consistent with the role and function of the classification as required.

Requirements:

Acceptable Experience, Training and Other Qualifications:

• Graduation from high school or GED equivalency; AND 
• (5) years professional experience in general office operations, including experience with public contact in an office environment;
• or any equivalent combination of experience and training which provides the knowledge, skills and abilities necessary to perform the work. 
• Must obtain Notary within 6 months of hire date
• Possession of a valid Iowa driver’s license or evidence of equivalent mobility.
• Ability to successfully pass DCI background check.
• Required to complete a pre-employment offer screening.