Utility Accounting Technician II

Job Purpose: Under direction, perform a variety of technical accounting and administrative duties in support of Utility Customer Service Department. Performs accounts receivable functions related to occupational and animal licenses, water, sewer, residential and commercial solid waste, curbside recycling, intrusion alarms, and fire lines. This position performs a variety of administrative, fiscal, and coordination duties. This is a centralized City function, which serves, supports and enables other City operations, and regularly works with outside agencies and the general public. Assistance is provided to supervisors and other departments and divisions. Essential Duties: These job functions are the essential duties of the position and are not all-inclusive of all the duties the incumbent may be assigned. 60% Utility Accounting Functions Collect, reconcile, receipt, post, and deposit utility payments from customers, staff, and the public daily. Research and resolve payment discrepancies. Research, record, and prepare “exception” statements. Provide specific and general balance and payment information, and assistance to customers, staff and the public. Present payment options to customers and establish each account to comply with customer requests. Assist with inputting route changes, charges, and approved credits. Transfer monthly meter readings used to calculate current utility statements. Calculate and manually enter miscellaneous accounts receivable submitted by other departments and outside entities. Assist with the preparation of monthly bills for all customers to ensure monthly cycle of bills is transmitted to outside vendor for printing and mailing by established deadline. Coordinate with various City departments to establish, verify changes, maintain customer accounts, calculate, bill and collect for various charges. Monitor all utility and miscellaneous accounts for delinquency. Generate and mail delinquency notices. Review and issue shut off notices to delinquent water/wastewater customers. Refer delinquent customers supervisor to negotiate and maintain payment contracts; ensure appropriate fees are collected before reestablishing service. Coordinate service terminations with Utility Maintenance, Transfer Station or other City personnel as appropriate. Create and maintain delinquency roster for utility and miscellaneous accounts and distribute to appropriate department personnel. Responsible for issuing, renewing, collections and reconciliation of many types of City licenses. These include business, animal and liquor licenses. Responsible for auditing liquor licenses to compare to the state issued licenses. Must maintain a thorough knowledge of City ordinances, policies, and procedures related to licensing to allow for proper license processing and communication with licensees. 40% Administrative Functions Provide customer service on all utility, licenses and miscellaneous accounts, in person, by phone and by email. Respond to specific and technical requests for information and assistance from consumers, City staff, and representatives of other organizations. Investigate and coordinate customer services with appropriate city department personnel to ensure problems are resolved quickly and efficiently. Handle customer complaints, maintaining a composed and courteous manner. Establish, verify changes, and maintain customer accounts. Utilize relevant information (geo code, physical address, property owner name, contractor name, meter size, commercial or single/multi family structure) acquired from the Building Department construction reports to create new utility accounts. Coordinate final readings on sale of property with realtor, owner, Title Company, and utility maintenance and operations staff. Performs other duties and assumes other responsibilities as apparent or delegated. Essential Knowledge, Skills and Abilities Related to this Position: Knowledge of: • Customer service techniques including active listening and problem-solving skills • Modern office practices, methods, and computer equipment. • Complex, menu driven billing software and how it relates to the general ledger software. • Operations, services, and activities of a utility billing program. • Principles of mathematics. Skill or ability to: • Communicate effectively both orally and in writing. • Multi-task and work with routine interruption. • Prioritize work assignments to assure an orderly and timely workflow within the division. • Perform effectively under pressure and meet deadlines • Perform varied and responsible fiscal and operational duties involved in the completion of Division operations. • Establish, maintain, and foster respectful, positive, harmonious, and effective, professional working relationships with employees and the public. • Learn and become highly functional in several major modules of the City’s software systems • Maintain a thorough knowledge of City ordinances, policies and procedures. Physical Demands: The position requires the ability to perform sedentary physical work with the ability to lift and carry up to 10 pounds regularly and on occasion up to 50 pounds. The position must have the ability to perform body movements applicable to records management and an office environment. Safety Performs all functions in the safest possible manner and according to policies and procedures. Participates fully with safety trainings. Reports unsafe work conditions and practices, work-related injuries, illnesses, and near-misses as soon as possible to assigned supervisor. Minimum Qualifications (Education, Experience and Training): This position prefers a certificate of completion or graduation from a two-year business, vocational, trade school or college curriculum with emphasis in accounting and three to five years of experience in a computerized office environment, including accounting records, reconciliation and analysis or a combination of experience and training equivalent to perform the essential functions of the job; proficiency in Microsoft Word and Excel; excellent interoffice and public communications; and frequent positive and respectful interpersonal contact in the performance of duties. License or Certificate: Must possess a valid driver’s license with acceptable driving record at the time of hire and have the ability to obtain a valid MT driver’s license within six months of hire. Supervision Received: Receives direct supervision and reports to the Utility Customer Services Supervisor and/or Finance Director Supervision Exercised: None