Utility Billing Clerk

The Utility Billing Clerk provides essential support to the City’s utility operations by processing payments, assisting customers, and performing a variety of administrative and clerical duties. This position serves as the first point of contact for citizens visiting the utility collection office and is responsible for delivering courteous, accurate, and efficient service. This role requires strong attention to detail, sound judgment, and a commitment to maintaining the integrity of financial transactions and customer service standards.

SUPERVISION: This position is under the direct supervision of the Head Billing Clerk as directed by Director of Finance

JOB SUMMARY:

This position is responsible for cash processing and routine reception/clerical work in processing utility payments and receiving and greeting citizens to the utility collection office.

This work involves responsibility for handling cash transactions and billing utility customers. An employee in this class performs various routine typing, data entry, filing, counter service, and clerical processing duties requiring the application of some independent judgment. Clerical and reception tasks are of a routine nature. Employees in this class may be given detailed instructions by the Head Billing Clerk both at the beginning of work, at completion, and subsequent new assignments.

DUTIES AND RESPONSIBILITIES:

• Use Incode computer program for all billing, payments, and reports;

• Receive payment of bills, both by mail and in person, and reconcile payment with bill;

• Record payments, issue receipts, and make change as necessary;

• May open, close, and balance a cash drawer against daily receipts;

• Keep track of collections by recording proper amounts; code and enter the same in computerized records;

• Balance money against the records;

• Prepare a daily summary sheet;

• Prepare utility bills for mailing to City residents and businesses;

• Resolve a variety of problems regarding payments such as unsigned checks, incorrect payments, and unreadable bills;

• Receive citizens and utility customers inquiries and complaints, providing routine information;

• Prepare work orders for execution by appropriate utility crew;

• Answer questions regarding utility services;

• File reports, records, correspondence, and other materials in pre-established files; search specific information from files as needed or requested by cashier or department head;

• Maintain an awareness of appropriate safety practices and procedures, and apply that knowledge as needed in daily work;

• Do any other functions that may be required by the Head Billing Clerk or Finance Director.

SKILLS AND QUALIFICATIONS:

• Such training and/or experience as would provide the applicant with the below referenced knowledge, skills and abilities;

• Knowledge of basic mathematics;

• Knowledge of modern office practices, procedures and operations;

• Knowledge of the utility billing policies and practices;

• Knowledge of office equipment such as adding machines, computers, and photocopiers;

• Knowledge of departmental and accounting systems and procedures;

• Ability to understand written and oral directions;

• Ability to work accurately with money and to keep accurate financial records;

• Ability to maintain an effective working relationship with other employees;

• Ability to deal with the public in a tactful and courteous manner;

• Ability to make arithmetic computations accurately and rapidly;

• Ability to type, enter, and retrieve information from a computer terminal;

• Ability to file and retrieve hard copy documents from established filing systems;

• Must be bondable.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

• Some exposure to unpleasant citizens, must be able to handle tactfully;

• Subject to abnormal daily stress;

• Must be able to handle and properly account for large sums of money;

• Work is typically indoors, subject to sitting, standing, walking or using a telephone for extended periods of time;

• Subject to exposure to light and glare from a computer terminal;

• Subject to constant noise of a computer, copying machine, or telephone;

• Subject to working in a confined area in close proximity to others, with frequent interruptions;

• Vision required to read and review written correspondence, reports, statistical and technical information, maps, and computer screen, etc.

• Hearing and speech required to communicate clearly and distinctly in English, by telephone and in person within the confinement of a semi-noisy environment