What are the responsibilities and job description for the Administrative Assistant / Billing Clerk position at City of Weston, WV?
Administrative Assistant / Billing Clerk (Shared Services Position)
Department: Administration / Weston Sanitary Board
Classification: Full-Time, Non-Exempt
Reports To: City Manager & Director of the Weston Sanitary Board
General Statement of Duties
Performs a variety of administrative, customer service, billing, clerical, and financial support functions for the City of Weston and the Weston Sanitary Board. Responsibilities include customer account management, utility billing, payment processing, records management, receptionist duties, municipal administrative support, and coordination with city departments and utility operations.
This position serves as a shared administrative support position between the City of Weston and the Weston Sanitary Board. The employee shall perform duties on behalf of both entities and may allocate work time between municipal and utility operations as directed by management. Work assignments may vary based upon operational needs, customer service demands, billing cycles, staffing levels, and special projects.
Customer Service and Reception
- Serve as receptionist for City Hall and the Weston Sanitary Board.
- Greet visitors and assist citizens, customers, contractors, and vendors.
- Answer and route telephone calls for city departments and utility operations.
- Respond to general inquiries and direct citizens to appropriate personnel.
- Receive and document citizen concerns and forward them to the appropriate department.
Utility Billing and Customer Accounts
- Maintain customer accounts for sewer service, fire fees, municipal fees, and other assigned accounts.
- Process new customer applications, transfers, move-ins, and move-outs.
- Enter and maintain customer information within billing software.
- Prepare, review, print, and distribute utility bills and customer statements.
- Assist customers with deferred payment agreements and payment arrangements.
- Monitor delinquent accounts and maintain records related to collections activities.
- Coordinate service terminations and reconnections with appropriate utility providers.
- Maintain bankruptcy account records and related documentation.
Cash Handling and Financial Support
- Receive payments from customers at the counter, by mail, and through electronic payment systems.
- Post payments accurately and timely.
- Prepare and balance daily deposits.
- Generate daily receipt reports and related financial records.
- Assist with municipal fee billing, business license fees, and other assigned revenue collection activities.
Administrative Support
- Maintain files, records, and documents for city and utility operations.
- Open, distribute, and process incoming mail.
- Prepare correspondence, reports, memoranda, forms, and other documents.
- Assist department heads with administrative and clerical functions.
- Assist the Code Enforcement Officer and Building Inspector with recordkeeping and paperwork.
- Distribute permit applications and maintain associated records.
- Maintain and update city website content as assigned.
Required Knowledge, Skills, and Abilities
Knowledge of general office procedures, customer service practices, billing, recordkeeping, cash handling, municipal government operations, and utility billing practices. Ability to communicate effectively, maintain confidentiality, organize multiple assignments, and prepare accurate reports.
Minimum Qualifications
High school diploma or GED required. Associate degree in business, accounting, public administration, or related field preferred. Minimum two years of administrative, clerical, customer service, bookkeeping, billing, utility office, or related experience preferred.
Additional Provisions
The employee may be assigned duties that benefit either the City of Weston or the Weston Sanitary Board and shall maintain flexibility in supporting the operational needs of both organizations.
Because this position provides services to both the City of Weston and the Weston Sanitary Board, compensation and related employment costs may be allocated between the respective entities based upon budgetary appropriations, workload analyses, time studies, or other methods approved by management.
Pay: $12.00 - $18.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid sick time
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
Salary : $12 - $18