Loading...
6.1. UB Staff Recruitment Request for City Council Action DEPARTMENT INFORMATION ORIGINATING DEPARTMENT REQUESTOR: MEETING DATE: Administration City Administrator/Finance Director Flaherty January 24, 2022 PRESENTER(s) REVIEWED BY: ITEM #: Administration HR/Assistant City Administrator Hille 6.1 – Staff Recruitment STRATEGIC VISION MEETS: THE CITY OF OTSEGO: Is a strong organization that is committed to leading the community through innovative communication. Has proactively expanded infrastructure to responsibly provide core services. Is committed to delivery of quality emergency service responsive to community needs and expectations in a cost-effective manner. X Is a social community with diverse housing, service options, and employment opportunities. Is a distinctive, connected community known for its beauty and natural surroundings. AGENDA ITEM DETAILS RECOMMENDATION: City staff is recommending that the City Council authorize staff to initiate a recruitment process. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? No No BACKGROUND/JUSTIFICATION: The 2022 budget includes funding for two part-time positions in the Finance Department. One of the positions was to assist with utility billing functions, and the second position to assist with accounting functions. In 2021, the City added the part-time utility billing function, with the position being filled through a staffing agency. Filling the position with temporary staffing afforded the City all the benefits of additional support services in a trial scenario. During the course of the past year, City staff has determined that part-time positions will not adequately meet the needs of the Finance Department, and therefore are recommending the City Council consider one full-time position rather than the budgeted two part-time positions. The 2022 budget was based on part-time positions, which would not have been eligible for paid benefits. The recommendation to hire full-time would potentially increase the costs due to being benefit eligible; however, the vacancy savings of one of the budgeted positions will offset the increased costs. It should also be noted that approximately 50% of the recommended full-time position will be reimbursed from the water and sanitary sewer utility funds. Pending City Council approvals, the Finance Department structure would include: - Finance Director - Accountant - Finance Assistant - Utility Billing City staff is recommending recruitment for the Utility Billing position. Upon successful recruitment, hiring and training, the current Utility Billing staff would be transitioned into the Finance Assistant position, of which there is a current approved job description; however, City staff will be recommending changes to this position to account for the new Finance Department structure. The Administrative Subcommittee was presented with this information at their January 12 meeting, with recommendation for consideration by the City Council. SUPPORTING DOCUMENTS ATTACHED: • Job Description POSSIBLE MOTION PLEASE WORD MOTION AS YOU WOULD LIKE IT TO APPEAR IN THE MINUTES: Motion to authorize staff to initiate the recruitment process for the Utility Billing position. BUDGET INFORMATION FUNDING: BUDGETED: General Fund – Finance Department Yes Position Description Position: Utility Billing FLSA Status: Non-Exempt Pay Grade: 6 Approved: April 27, 2020 DESCRIPTION OF WORK General Statement of Duties: Perform utility billing, collections and customer support service for all City utilities; provide administrative office support for water and sewer utilities; provide backup to other finance and other office staff as needed. Immediate Supervisor: Finance Director Supervises: None Provides Work Direction to: None MAJOR JOB FUNCTIONS 1. Utility Billing and Administrative Support: a. Customer Accounts i. Maintain up-to-date customer account information ii. Establish new accounts and prepare final accounts iii. Respond to questions regarding accounts iv. Provide pending assessment amounts as requested b. Create and track service requests from customers c. Manage utility billing software including updating rates periodically and calculating and updating winter water consumption data upon which sewer charges are based, and update customer accounts for sewer charges d. Prepare for and download monthly meter reads e. Calculate monthly bills, verify bill register for accuracy, identify and resolve possible problems, print bills and mail f. Accept payments i. Receipt payments ii. Update payments in utility billing system iii. Reconcile credit card, electronic and automatic withdrawal payments iv. Handle NSF checks v. Prepare deposits g. Prepare and print month end processing and reports and GL updates h. Maintain aging reports i. Prepare assessments for delinquent bills and storm water including identifying PID number, calculating amounts, mailing delinquent notices, accepting payments, updating delinquent accounts, and preparing assessment roll j. Coordinate software updates and resolve software problems with vendor 2. Meter Duties: a. Order and maintain meter inventory b. Identify and coordinate meter inspections, repairs, and replacements with the Utility Department c. Schedule meter disconnections and reconnections d. Monitor and follow through for suspected meter malfunctions e. Monitor winter shut off list and irrigation meters during the season f. Issue Bulk water meters and processes for billing 3. Customer Service: a. Greet and assist customers at counter b. Assist customers on the telephone and via email c. Answer overflow phone calls from the City’s main phone lines 4. Other: a. Reconcile and prepare deposits of daily cash receipts for overall City organization b. Serve as backup to Accountant position in designated functions c. Provide information and reports to and complete special projects for Finance Director as requested d. Assist with annual audit and budget by providing documentation and reports e. Provide recommendations for improvements and solutions for utility billing and finance department issues/problems f. Assist with election duties as requested by the City Clerk 5. General a. Treat fellow employees with respect and integrity b. Promote a positive and motivating environment c. Provide exceptional customer service d. Confer with supervisor, peers, and employees to discuss and resolve issues e. Make decisions that are always in the best interest of the City f. Perform other duties and projects as assigned g. Follow all safety policies and procedures h. Follow all City policies and procedures KNOWLEDGE, SKILLS AND ABILITIES • Demonstrable knowledge of and experience in utility billing processes and procedures • Demonstrable experience in providing exceptional customer service both in person, electronically, and on the telephone • Extensive knowledge of and experience in computer finance and billing systems and accepted office programs • Proficient in use of office equipment including but not limited to computers, 10 key adding machines, copiers, folding and inserting equipment and postage machines • Ability to communicate clearly, professionally, effectively, and precisely both verbally and in writing • Ability to analyze utility billing data and accounts and convey information to others in an easily understood fashion • Experience in reconciling accounts for accuracy • Ability to diffuse conflict and tense situations with public in person or over the phone • Ability to work independently and as part of a team • Ability to coordinate work with other departments • Ability to plan, prioritize and organize your work • Demonstrated ability to perform mathematical computations accurately and quickly • Ability to maintain confidentiality of sensitive utility billing data • Strong sense of honesty, integrity, and credibility MINIMUM QUALIFICATIONS 1. High school diploma or equivalent 2. Two years of experience in a finance related field with considerable customer service 3. Associates Degree in Accounting or comparable training or certification 4. A valid driver’s license PREFERRED QUALIFICATIONS 1. Previous utility billing experience 2. Experience in government accounting 3. Experience working for a growing city or county PHYSICAL REQUIREMENTS The physical requirements checked on the attached sheet are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Note: This job description does not constitute a contract or employment agreement.