Billing / Administrative Assistant

Palmer Water District # 1

10 Walnut Street

Palmer, Massachusetts 01069

September 4, 2026

Job description

Billing/ Administrative Assistant

Palmer Water District

Palmer, MA

The Palmer Water District #1 (PWD) is the Public Water Supplier for one of the four districts of The Town of Palmer. The Board of Water Commissioners is a three-member board, elected by the constituents of Palmer. The Palmer Water District #1 is seeking a Billing/ Administrative Assistant to join their team in Palmer, MA. for day-to-day office operations including receptionist duties and general administrative support.

Billing/ Administrative Assistant Job Responsibilities

Full-Time 40 hours

Salary Range: $60,000- $62,000 per year

Responsible for performing the functions related to processing monthly water bills and other associated functions relating to the established invoicing schedule procedure for revenue generation. Works with part-time administrative assistant, operator, and superintendent regarding billing matters, issuing work orders, and completing other administrative functions as assigned. Provides internal/external customer assistance by phone, and in person. May be asked to process payments when needed, property damage reports, help with filing documents when needed, and complete first report of injury for a Workers Compensation incident.

· Proficiency in Microsoft 365 Programs

· Shared departmental responsibility opening mail. Processing payments and adjustments needed for customers monthly billing.

· Process and create Palmer Water District NO1 monthly water invoices working with Operators and Supervisors to retrieve data from Neptune 360 for meter readings.

· Load meter read information into handheld tablet/ computer and unload information upon completion of reading to commence invoicing procedure. Input manual reading data when necessary.

· Research exceptions from data retrieved from tablets/ computer, generate exception reports, and adjust. Prepare and mail various form letters to customers to obtain meter usage readings and/or change of meters due to defects or other problems.

· Assist residents with questions relating to reading or billing issues, set up appointments for rereading meters, possible leaks and any other water issues and problems that require resolution. Adjust utility bills as needed, referring more complicated issues to Supervisor for assistance in customer account adjustment, and issue credit if needed. If credit is over $200 the Board of Water Commissioners must approve prior to adjustments being made.

· Generate billing reports, apply debts/credits and generate printed bills. Prepare bills to be stuffed, meter postage applied and mailed to residents and commercial accounts. Transfer billing information to online system for customer payment availability.

· Maintain and update utility account records for all residential and commercial utilities in billing system making changes, corrections and notations as needed. Works with other Town Assessor or Collector Departments to maintain address changes and updates address changes as necessary. Inform shut off or delinquent accounts to board of health as well.

· Process returned utility bills, correspondence for new addresses and or, other issues for re-mailing to residents. Research to resend invoices to avoid customer arrears.

· Work with vendors to maintain meter reading handheld tablet/ computers to ensure proper functioning and to resolve equipment and/or software issues referring to more complicated issues to Supervisor for assistance and problem resolution. Maintain inventory for meter reading handheld computers including ordering billing paper and other supplies used in conjunction with the billing invoicing process.

· Work with Attorney offices and Lending Institutions to process final water readings when the sale of property is initiated by property owner’s attorney or owner of property. Receive final payments, generate final bills and update customer record files with new owners. Generate final reports and submit reports and checks to Collector’s Office.

· Prepare and maintain a variety of complex usage/ billing periodic and special reports, including yearend data, gathering and assembling information as requested by the Supervisor.

· Co-ordinate with Superintendent and Board of Water Commissioners to ensure all supporting documentation and prerequisites have been approved and released by appropriate departments prior to issuing new water main connections, curb stop digs, or service orders being processed. Enter applicable data into billing software, collect and process all monies. Make descriptive deposit when needed to bank. Distribute copies of forms to customers and other appropriate departments if needed.

· Shared departmental responsibility in connection with Palmer Fire and Water District NO1. Respond to various customer inquiries. Take or relay information according to established departmental procedures, providing information from their own knowledge or search of records and files. Receive and process messages by phone, by e-mail, and fax, or other means, recording and following through as necessary.

· Shared departmental responsibility to provide public assistance and service at the “front counter”. Greeting visitors and determine the reason for their visit.

· Attend Board of Water Commissioners Secretary, may be required to attend Board meetings to take minutes, transcribe and submit for approval to Secretary as time and circumstances dictate. Additional compensation when required. If not able to attend, must give notice to the Board or Superintendent.

· May be required to prepare report of a work-related injuries and makes initial contact to insurance agency. Forwards all documents pertaining to reports of injury to the Superintendent, Chief, and/or Supervisor on shift.

· Enters work orders as requested into Muni-Link systems.

· In the absence of other office staff or during peak workload situations perform back-up duties as needed.

The duties listed are intended only as an illustration of the various types of work that may be performed. The omission of specific statement of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position, including training of other new employees. Any and all tasks required by the Board of Water Commissioners and / or Superintendent.

Office Administrative Assistant Qualifications and Skills

• Must pass Cori check
• Must be able to be bonded to handle customer accounts
• Strong customer service skills
• High school diploma required, business administration courses (Preferred)
• 2 years of prior office administration experience desirable
• Proactive team-player with strong communication and interpersonal skills
• Reliable, flexible, resourceful, and efficient
• Detail-oriented with strong organization and problem-solving skills
• Proficient with Microsoft Office Suite including Word, Excel and Outlook
• Flexibility to provide coverage for other team members when needed
• Ability to learn Palmer Water District #1 bookkeeping software
• Ability to learn Palmer Water District #1-meter reading software

Must coordinate with Superintendant for work schedule to maintain customer office hours.

Disclaimers:

The Palmer Water District #1 provides equal opportunity in state employment to all persons. No person shall be denied equal access because of race, creed, color, religion, national origin, sex, sexual orientation, gender identity, age, or physical/mental disability. Palmer Water District #1 applies affirmative action measures to correct deficiencies in the state employment system where those remedies are appropriate. The policy shall be interpreted broadly to achieve its purposes. Executive Order 592 and the Mass General Laws c 151B, §4.1 prohibits discrimination on the basis of protected status.

Job Type: Full-Time 40 hours

Salary Range: $60,000- $62,000 per year

Ability to commute:

• Dependable transportation required, all weather conditions. (Required)

Education:

• High school diploma or equivalent (Required)
• Business administration courses (Preferred)

Work Location:

• In person at office located at 10 Walnut St Palmer, Ma 01069

How to apply:

Please email cover letter, resume, and three references to bjenkins@palmerwaterdistrict.org or

Mail to: Palmer Water District #1

10 Walnut St

Palmer, Ma 01069

This job posting will remain open until it is filled.

Job Type: Part-time

Pay: Up to $62,000.00 per year

Ability to Commute:

• Palmer, MA 01069 (Required)

Ability to Relocate:

• Palmer, MA 01069: Relocate before starting work (Required)

Work Location: In person

Salary : $60,000 - $62,000