ITEM 5_Utility Billing0
CITY OF
se o
MINNESOTA
Position Description
Position: Utility Billing efk (title change requested by employeel
Reports to: Admi iStFatiVe Sei=viees r,;,..,, tOF Finance Director
Supervises: N/A
FLSA Status: Non-exempt
Pay Grade: Pay Grade 6 - Under Review
Date Approved: 2009 March 30, 2015
DESCRIPTION OF WORK
General Statement of Duties: Perform utility billing, collections and customer support
service -for water aid sewer, storm water, and streetlight utilities; provide administrative
office support for water and sewer utilities: provide backup to other finance and other
office staff as needed.
Supervision Received: Works under the *supervision of the Administrative
Services Director
Supervision Exercised: None
MAJOR JOB FUNCTIONS
1. Process Utility l4l-,: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
13.-.c. Perform data entry to 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
gid. Prepare for and download meter reads
d.e. Calculate monthly bills, verify bill register for accuracy, identify and resolve
possible problems, print bills and mail
e:f Accept payments
L Receipt payments
ii. Update payments in utility billing system
iii. Reconcile credit card, on line and auto with drawl payments
iv. Handle NSF checks
v. Prepare deposits
g_Prepare and print monthly end processing and reports and GL updates
g:b.Maintain aging reports
l}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
i 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
c. Schedule meter disconnections and reconnections
Ed Monitor and report suspected meter malfuncitons to Utility Operations
Manager
3. Customer Service:
a. Greet and assist customers at counter
b. Assist customers on the telephone and via email
c. Serve as backup to City Receptionist
4. Other Finance Department Duties:
a Reconcile and prepare deposits of daily cash receipts for overall City
organization
a-.b.Serve as backup to Finance II and Finance III positions in designated
functions
l}c. Provide information and reports to and complete special projects for
Administrative Services Director as requested
,c—.d. Assist with annual audit by providing documentation and reports
d-.e.Provide recommendations for improvements and solutions for utility billing
and finance department issues/problems
S. General:
a. Treat fellow employees with respect and integrity
b. Follow all safety policies and procedures
c. Follow all City policies and procedures
d. Promote a positive and motivating environment
e. Provide excnlappropriate customer service to residents, developers,
city officials, and the general public
f. Make decisions that are in the best interest of the City
g. Perform other duties and projects as assigned
h. Confer with supervisor, peers, and employees to discuss issues and resolve
issues
KNOWLEDGE, SKILLS AND ABILITIES
• Demonstrable knowledge of and experience in utility billing processes and
procedures
• Demonstrable knowledge of and experience in customer service
• 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
• Experience resolving and diffusing conflicts
• 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 .,.,;die 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 DEMANDS
Attached -Must be able to drive sit for extended periods, regularly use fine motors skills to
operate a computer, hear to answer phone calls and walk in customers, and perform
other office tasks.
Note: This job description does not constitute a contract or employment agreement.