Utility Clerk

Job Title: Utility Clerk

Department: Finance

Reports To: Clerk-Treasurer

FSLA Status: Non-Exempt

This is a union represented position

Summary

Under general supervision of the Clerk-Treasurer this position performs a variety of general administrative duties including billing and collection of utility revenues generated by the City. This position requires strong customer service skills and the ability to communicate in person and on the phone. In addition, written communication skills are required in preparing correspondence, e-mail, and informational documents.

Essential Duties and Responsibilities

• Promotes positive public relations


• Creates new City utility accounts and maintains current accounts for the City’s water, sewer, irrigation, hydrant rentals, and reclaimed water accounts


• Processes meter readings, billings and customer accounts


• Responds to inquiries regarding fees, delinquencies, disconnections, re-reads and general procedural information


• Prepares and reviews past due notices prior to mailing


• Coordinates and processes collections and liens for utility accounts, including submitting accounts to collections, corresponding with collection companies and other agencies


• Investigates billing discrepancies, processes past due notices, processes billing and late fees as related to utility billing


• Assists in coordinating with monthly meter reads to maintain status of account activities and compliance standards


• Reads, interprets, applies and explains codes, rules, regulations, policies and procedures related to utility inquiries


• May assist with monthly preparation of activity reports


• Performs other front desk functions including cash receipting and daily deposit preparation, license issuance, public records requests, and providing general information about the City


• Transcribes and types letters, memoranda, reports, tabulation and other materials


• Assists in the maintenance of records and files


• Researches and analyzes technical data


• Performs other duties as assigned

Skills and Abilities

• Knowledge of office practices and procedures


• Knowledge of business English, spelling and arithmetic


• Ability to type at the rate of 40 words per minute


• Ability to make routine arithmetic computations and tabulations accurately and with reasonable speed


• Ability to learn assigned clerical tasks readily within a reasonable training period, and to adhere to prescribed departmental policies and procedures


• Ability to understand and carry out oral and written instructions


• Ability to establish and maintain effective working relationships with other employees and the public


• Ability to accurately prepare and maintain correspondence, files and reports


• Must be able to perform customer account and sub ledger reconciliations


• Must be able to work in situations with hostile customers while adhering to prescribed departmental policies and procedures


• Ability to operate the telephone in a clear, well-modulated voice using good diction


• Ability to prioritize assignments and work independently


• Ability to operate equipment such as a computer, photocopier, electronic spreadsheets, word processing and integrated accounting systems

Supervisory Responsibilities

This job has no supervisory responsibilities.

Education and/or Experience

This position requires a high school diploma or equivalent and two (2) years progressively responsible administrative work in office practices such as cash handling, bookkeeping, customer service, billing and collection.

Washington State governmental accounting experience preferred.

Essential Functions of the Job

Use Technical/Functional Expertise: Displays an appropriate depth of knowledge and skills as required for the position and commensurate with the time in class. Uses technology as appropriate for the position. Seeks additional knowledge and information to continually enhance knowledge in areas of specialty.

Be Accountable for Performance: Actively shows responsibility, reliability, and trustworthiness. Ensures work and information are complete and accurate. Admits mistakes and looks for ways to improve. Models self as dependable and reliable. Follows up with others to ensure agreements and commitments have been fulfilled. Values the importance of team and organizational success. Independently acts to influence events, to improve ownership or organizational performance and to promote the goals of the organization.

Provide Excellent Customer Service: Anticipates, assesses, and responds effectively to the needs of diverse customers, both internal and external, providing consistent and excellent customer service that is timely, accurate, courteous, and respectful.

Communicate Effectively: Uses verbal and written skills effectively to ensure that information is successfully shared throughout the organization. Relates well to a range of people. Shoes sensitivity to the needs of others. Demonstrates ability to build rapport and facilitates mutual understanding.

Work Safely: Knowledge and application of relevant safety requirements that apply to the specific work being done. Recognizes and mitigates safety hazards on the job. Observes rules and regulations to comply with personal and workplace safety standards. Works to create a hazard-free, accident-free work environment.

Customer Service: Employee must be able to work in situations with hostile customers while maintaining tact and professionalism and adhering to prescribed departmental polices and procedures. Must also work effectively with elected officials, staff and vendors.

Interpersonal Skills:  Confidentiality is required due to the sensitive nature of some documents or messages. A high level of integrity is required to maintain objectivity in dealing with customers and City employees.

Oral Communication: Effective communication skills are essential due to the variety of public interfaces required for this position. Must be able to represent personal view or position, but be flexible and able to carry out actions which may contrast with personal preference.

Written Communication: Writes clearly and informatively; edits work for spelling and grammar; presents numerical data effectively; able to read and interpret written information.

Teamwork: Balances team and individual responsibilities; exhibits objectivity and openness to others’ views; contributes to building a positive team spirit.

Organizational Support: Follows policies and procedures; supports organization’s goals and values. The position requires frequent interaction with the general public and City staff, and elected officials.

Judgment: Exhibits sound and accurate judgment; includes appropriate people in decision-making process; makes timely decisions.

Motivation: Sets and achieves challenging goals; demonstrates persistence and overcomes obstacles; measure self against standard of excellence; takes calculated risks to accomplish goals.

Initiative: Volunteers readily; undertakes self-development activities; seeks increased responsibilities; takes independent actions and calculated risks; looks for and takes advantage of opportunities; asks for and offers help when needed.

Planning/Organization: Must be able to understand, relate and contribute to strategies to improve communications and service. Prioritizes and plans work activities; uses time efficiently.

Professionalism: Must be able to interact with others using tact, patience and courtesy. The individual in this position must maintain a customer service orientation, be courteous and diplomatic in the exchange of information, and present a positive image of the City to its customers.

Quality: Demonstrates accuracy and thoroughness.

Adaptability: Adapts to changes in the work environment.

Attendance/Punctuality: Must be consistently at work and on time; ensures work responsibilities are covered when absent.

Language Skills: Ability to read and interpret documents such as codes, rules, regulations, policies and procedures. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of the organization.

Mathematical Skills: Ability to add, subtract, multiply, and divide all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rates, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability: Ability to apply common sense and understanding to
carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is frequently required to stand and walk. The employee is occasionally required to use hands to finger, handle, or feel and reach with hands and arms. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision, peripheral vision and ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Benefits:

• Medical, Dental, Vision with City contribution towards premium


• Retirement through WA State Department of Retirement (DRS)


• HRA VEBA contribution


• Group life insurance


• PTO including vacation and sick time accrual, paid holidays (13), and personal holidays (4)


• Free membership to the recreation center for you and your family