The Account Tech I - Utility Billing & Licensing is a first point of contact for the City and assists the residents, community, outside agencies and employees over the telephone and in-person. The Account Tech I - Utility Billing & Licensing performs routine accounting functions in accordance with generally accepted accounting principles, established procedures, departmental guidelines, and regulatory requirements applicable to assigned work. This position will be assigned to various functions in the Finance Department including utility billing, licensing, cash receipting and other clerical duties The Account Tech I – Utility Billing & Licensing will complete various tasks while working under minimal supervision. 
 
POSITION CONTEXT:
The position of Account Tech I – Utility Billing & Licensing is assigned to the Finance Department and works under the direct supervision of the Finance Director. This position routinely handles sensitive and/or confidential information. This position will experience extensive contact with customers and provide assistance in person and over the telephone. The position is a full-time, position represented under AFSCME and requires the Account Tech I – Utility Billing & Licensing to work a 37.5 work-week.

• Assists the general public and employees in-person and over the phone in a courteous, responsible and knowledgeable manner. Directs visitors and forwards call to the appropriate personnel.
• Collects monies and issues receipts for utility bill payments, parking tickets and other transactions from the general public including cash, check, credit card and other payment types. Accepts documents to be recorded and collects associated fees. Provides technical information to the public via phone. 
• Processes all new residential accounts, commercial accounts, and termination requests. Responds to customer inquiries regarding high utility bills, suspected leaks, etc. 
• Reviews usage history and works with the Utility Division to arrange additional readings, and computes billing adjustments, as necessary. 
• Prepares files for billing and sends electronic files to third party billing service.
• Recreates and mails duplicate utility bills as necessary.
• Coordinates delinquent account collections and final utility bills. Sends correspondence, posts penalties on utility billing system, establishes payment plans, and prepares termination notices for delinquent accounts. Determines accounts to be terminated by reason of nonpayment and arranges shut-off process according to departmental guidelines.
• Posts utility bill transactions to general ledger.
• Updates utility billing rates on system as needed.
• Prepares monthly sanitary vendor reconciliation, reviews payments against billing history and prepares vendor check request.
• Assists the public and business owners with inquiries regarding business licensing requirements. Accepts applications and reviews for completeness, verifies requirements, accepts payment, and processes applications. 
• Acts as a liaison between the public/business owners and departmental staff with inquires. Works with departmental staff on resolution and follows-up with appropriate parties.
• Administers the annual licensing renewals for fire life safety, hotels/motels, rooming houses, solicitors, and food trucks, including monitoring inspection status with the Fire Prevention Officer. Oversees the annual application process, payments, and license issuance.
• Serves as the backup for the Account Tech I -Customer Service. These duties include, but are not limited to:
  • Assists the general public and business owners with inquiries regarding the business license and special event permit application and solicitor permits. 
  • Assists with the entry and batching of daily cash receipts.
  • Balances cash drawers daily and prepares cash reports according to established procedures.
  • Assists in processing drop box payments and records receipts in appropriate accounts.
  • Sorts and distributes mail for City Hall. 
  • Monitors and replenishes the City Hall postage machine.
• Assists with departmental coverage and completes other duties assigned such as front desk coverage, answering phones, directing customers, mailing, accounts payable and receivables, etc. 

OTHER JOB FUNCTIONS:

• Prepares reports, correspondence, and pertinent documentation as requested.
• Maintains required departmental documentation, filing system, and public informational materials. 
• Participates in departmental cross-training initiatives to acquire knowledge and skills sets to support departmental efficiency.
• Completes other duties and special projects as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED: 

• Working knowledge of financial record keeping and application to general accounting principles and techniques.
• Knowledge of standard cash handling practices including ability to make change without a cash register. 
• Knowledge of business arithmetic.
• Must have strong verbal and written communication skills and the ability to understand and follow complex verbal and written instructions. 
• Ability to type/enter data from clear copy or rough draft at a reasonable rate of speed with minimal errors.
• Excellent customer service skills, including tact and common courtesy.
• Must have the ability to maintain professional composure and take reasonable action when confronted with difficult situations.
• Demonstrates ability to work independently with minimal supervision while exercising good judgment and initiative.
• Demonstrated ability to handle confidential/sensitive matters in a professional manner.
• Demonstrated proficiency in word processing, spreadsheet, and accounting system functions.
• Ability to develop and maintain collaborative working relationships with all levels of staff, management, agencies, and general public.
• Ability to work effectively as a team player, take initiative and make constructive recommendations to improve overall departmental efficiency.
• Must have research and organizational skills in order to perform accurate analysis of financial records and reports.
• Strong time management skills with the ability to effectively meet all daily and monthly deadlines.

Education:

• High school diploma or equivalent required.
• Supplemental course work in clerical or accounting field desired.
• Valid driver’s license required.

 
Experience:

• One year of clerical, accounting, municipal, or related experience is required.
• Previous cash handling experience strongly desired. 
• Working knowledge of MS Office (Word, Outlook, and Excel). Previous experience or the ability to gain proficiency with financial and cash register systems required. 

WORKING CONDITIONS/PHYSICAL REQUIREMENTS: 

• Duties are performed primarily in an office setting and will require extended periods of sitting at a desk. While assisting at the front counter, this position will routinely transition from a sitting to a standing position. The person in this position needs to move about inside the office to assist the public at the front counter, access file cabinets, office equipment, etc.
• The position will have frequent contact with others and may require prolonged periods of concentration and the ability to cope with numerous interruptions and changing priorities. Physical ability to hear ordinary conversation, such as questions from the public, as well as other sounds, such as the telephone ringing, etc.
• This position may carry items weighing up to 25 pounds. 

EQUIPMENT USED:

• General office equipment including computer, printer, scanner, copier, folding machine, postagemachine, adding machine and multi-line telephone.

 
ADDITIONAL INFORMATION: 

• This position may require flexibility in scheduling to maintain minimal staffing level for front counter operations.

STATEMENT OF OTHER DUTIES DISCLAIMER: 
The preceding job description has been designed to indicate the general nature and essential duties and responsibilities of work performed by employees within this position. It may not contain a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to do this job.