What are the responsibilities and job description for the DPW Utility Billing Administrative Assistant position at Town of East Longmeadow?
DPW Utility Billing Administrative Assistant
JOB POSTING
Utility Billing Administrative Assistant
Department of Public Works
Union: UPSEU Clerical Grade D – Full Time
Hourly Range: Step 4 $29.3592 – Step 15 $38.5266
This job posting will be open for not less than two (2) weeks and, and if needed will remain open until a finalist has been selected.
General Description:
Responsible for performing the functions related to the utility invoicing and other associated functions relating to the established invoicing schedule procedure for revenue generation. Works with internal and external departments regarding utility billing matters, and completes other administrative functions as assigned. Provides internal/external customer assistance by phone, and in person. Acts as a backup for the Payroll/Accounts Payable Associate and may be asked to process property damage reports, issue work orders, departmental permits/licenses, and complete first report of injury for a Workers Compensation incident.
Primary Essential Functions:
- Process and create two districts, monthly utility invoices for six town districts working with DPW Skilled Workers and Supervisors to retrieve data from handheld computers.
- 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, generate exception reports, and make adjustments. 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 utility billing issues, setup appointments for reread of 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.
- Generate billing reports, apply debts/credits and generate printed bills. Prepare bills for shipment to outside vendor for final mailing process to residents and commercial accounts. Transfer billing information to on line system for customer payment availability. Works with Collector’s Department to research and reconciliation extreme discrepancies and to get final mail file to printer.
- 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 departments to maintain address changes and updates address changes as necessary.
- 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 computers to ensure proper functioning and to resolve equipment and/or software issues referring more complicated issues to Supervisor for assistance and problem resolution. Maintain inventory for meter reading handheld computers including ordering invoice paper and other supplies used in conjunction with the utility invoicing process.
- Work with Attorney offices and Lending Institutions to process final utility meter reading 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 utility periodic and special reports, including yearend data, gathering and assembling information as requested by the Supervisor.
- Co-ordinate with Water & Sewer Administrator to ensure all supporting documentation and prerequisites have been approved and released by appropriate department prior to issuing new/renewals of drain layer licenses, utility connections, driveway curb cuts, trench permits and new house number forms. Enter applicable data in permitting system, collect and process all monies submit monies and documentation to Treasurer’s Office. Distribute copies of forms to other appropriate departments.
- Shared departmental responsibility, respond to various customer inquiries, explaining various department rules, regulations, reasons, etc. 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 on short wave radio, 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”. Greet internal/external visitors and determine the reason for their visit.
- Shared departmental responsibility to assist residents/landscapers in the purchase of transfer station stickers/coupons. Enter applicable data in permitting system, collect and process all monies and submit to the Treasurer’s Office.
- Acts as a backup for the Payroll/Accounts Payable Associate to process departmental payroll (i.e. make a time and attendance adjustments, enter information into payroll system, perform reconciliation and print payroll for distribution to Accounting Department and others as required).
- In absence of Operations Administrator, may be required to attend Board of Public Works meetings to take minutes, transcribe and submit for approval to Superintendent as time and circumstances dictate.
- May be required to prepare 1st report of work related injuries and makes initial contact to insurance agency. Forwards all documents pertaining to reports of injury to the Human Resources Department and the Payroll/Accounts Payable Associate.
- Acts as a backup for processing property damage claims ensuring timely dispersal to appropriate insurance carrier.
- Acts as a backup to complete work orders for department as requested using various departmental work order systems.
- In the absence of other office staff or during peak workload situations perform back up duties as needed.
- Perform other similar duties as responsibilities necessitate or as requested by Supervisor.
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.
Supervision Received:
Under the direction of The Operations Administrator. The employee is familiar with the work routine and uses initiative in carrying out recurring assignments independently with specific instruction. The director provides additional, specific instruction for new, difficult or unusual assignments, including suggested work methods. The employee refers unusual situations to the director for advice and further instructions.
Judgment:
The work requires examining, analyzing, and evaluation facts and circumstances surrounding individual problems, situations or transactions, and determining actions to be taken within the limits of standard or accepted practices. Guidelines include a large body of practices and precedents, which may be complex at times. Judgement is used in analyzing specific situations to determine appropriate actions. Employee is expected to weigh efficiency and relative priorities in conjunction with procedural concerns in decision-making. Requires understanding, interpreting and applying federal, state and local regulations.
Education and Experience:
Knowledge of DPW practices and procedures, general accounting, plus analytical mathematical ability to create utility invoices for six town districts water/sewer, maintaining established schedule procedure and associated functions such as account updating, generating billing information, tracking of billed revenue and operating various computer software systems. Equivalent to high school plus broad specialized additional training equaling to two years of college.
Over 5 year up to and including 7 years of progressive learning experience.
Complexity of duties:
Perform the water/sewer invoicing and other diverse related duties requiring an intensive knowledge of departmental procedures and practices and the ability to use the knowledge in practice. Duties require the use of judgment in analysis of facts and circumstances surrounding individual situations and transactions in the determination of actions to be taken within limits of standard or accepted practice.
Nature and Purpose of Contacts:
Relationships are primarily with co-workers and the public involving frequent explanation, discussion or interpretation of practices, procedures, regulations or guidelines in order to render service, plan or coordinate work efforts, or resolve operating problems. Other regular contacts are with service recipients and employees of outside organizations. More than ordinary courtesy, tact and diplomacy may be required to resolve complaints or deal with hostile, uncooperative or uninformed persons.
Confidential Data:
Work with confidential data of typically an individual and or business nature such as invoicing records, payment information, employee injury claims, property damage, and outside contractor’s insurance information which if disclosed inadvertently could have an adverse internal and external effect.
Physical, Motor, and Visual Skills:
Physical Skills
Little or no physical demands are required to perform the work. Work effort principally involves sitting to perform work tasks, with intermittent periods of stooping, walking, and standing. There may also be some occasional lifting of objects such as paper and office supplies.
Motor Skills
Duties are largely mental rather than physical but the job may occasionally require minimal motor skills for activities such as moving objects, operating a personal computer and/or most other office equipment, typing, word processing, filing and sorting of papers which may require continuous and repetitive arm, hand and eye movement.
Visual Skills
Visual demands require routinely reading documents for general understanding and analytical purposes and viewing a computer monitor.
The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job. The above is not intended to be an exhaustive list of all responsibilities and duties required.
Please apply via online at www.eastlongmeadowma.gov or submit your application and resume to:
Human Resources Department, 60 Center Square, East Longmeadow MA 01028.
A complete position description may be obtained by contacting the Human Resources Department.
The Town of East Longmeadow is an Affirmative Action, Equal Opportunity Employer dedicated to fostering a diverse, inclusive, and equitable workplace. Qualified applicants of all backgrounds including women, people of color, LBGTQIA individuals, veterans, and people with disabilities are encouraged to apply. We are committed to fair hiring practices and a supportive, welcoming culture that offers equal career development and promotional opportunities to all employees.
Salary : $29