Administrative Intern - Water Department

East Chicago; Chicago, Northern (IL, KY); Hybrid; USD 25,000 - 30,000; Part time

Job summary

City of East Chicago is seeking an Administrative Intern for the Water Department to assist with water/sewer billing, account maintenance, and customer inquiries. You will support daily billing operations, including updating meters and processing payments, under the supervision of the Water Department Manager.

Ideal candidates have a high school diploma, at least 1 year of office experience, and are comfortable using MS Office and billing software.

Qualifications

• High school graduate or GED; college preferred
• 1 year of office experience
• Must possess a valid driver’s license

Responsibilities

• Billing water/sewer utility charges and post-billing reports
• Create and maintain utility accounts and billing records
• Update billing software and input receipts
• Assist meter readings and dispatch utility technicians
• Handle customer correspondence and complaints

Skills

Office procedures

Business language

Spelling/grammar

General office equipment

MS Office (Word, Excel, PowerPoint,Out

Multitasking

Customer service

Education

High School Diploma or GED

Some college preferred

Tools

MUNIS dashboard

Tyler

Harmony

Job description

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Administrative Intern - Water Department

City of East Chicago

Water Department

Opening Date:April 14, 2026

Closing Date to Apply:Open Until Filled

Exempt / Non-Exempt: Non-Exempt

Position Status: Regular Part Time

Department: Water Department

Reports to: Director

Pay Range: In accordance to the City of East Chicago’s Salary Ordinance passed by the Common Council

POSITION SUMMARY

Under the close supervision of the Water Department Manager, maintains the utility billing system(s) for the City by billing customers, collecting payments, providing information on accounts, collections, and bad debt accounts; updating the billing software database; and performing related duties as assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The statements below are intended to describe the general nature and scope of work being performed by the position. This is not a complete listing of all responsibilities, duties, and/or skills required. Other duties may be assigned.

• Responsible for water/sewer utility billing, including calculation of bills, preparation of pre-billing estimates, printing and mailing all utility bills, and running and distributing post-billing reports.
  • Identify the source of receipts and input them electronically or manually into the system.
  • Creates new utility accounts and sets up billing records on the computer and in files, handles complaints, and answers customer questions on utility billing.
  • Maintain billing logs for residential, commercial, industrial, and municipal properties.
  • Assessing late fees and penalties daily and as required.
  • Creating one-time billings as required.
  • Updates meter reads, prepares a daily list for meter readers, prepares work orders for Utility technicians, and dispatches technicians to utility calls.
  • Assist in entering meter readings and checking for accuracy.
  • Examines meter reading entries for evidence of irregular conditions, such as defective meters or use of service without a contract, and prepares service orders for Utility Technicians.
  • Handles customer correspondence and complaints.
  • Prepares miscellaneous utility reports and special projects, as required.
  • Ability to react to change and frequent interruptions productively and positively, meeting deadlines as assigned.
• Performs assorted clerical work by filing and organizing records and performing receptionist tasks

KNOWLEDGE, SKILLS, AND ABILITIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Knowledge of general office procedures and practices.
• Knowledge of business language, spelling, grammar, and arithmetic.
• Knowledge of Modern office equipment and programs.
• Knowledge of operating computer equipment and general office machines.
• Proficient with Microsoft Word, Excel, PowerPoint, and Outlook.
• Ability to maintain clerical records and prepare reports from such records.
• Ability to deal with a high volume of work and people.
• Knowledge of general accounting principles.
• Knowledge of the principles and practices of debt collections.
• Skill in providing effective customer service to the general public.
• Skill in dealing with the public professionally and courteously.
• Skill in maintaining a professional image.
• Skill in receiving and receipting cash receipts (i.e., cash, checks, and credit cards).
• Ability to communicate clearly and concisely, orally, and in writing.
• Ability to establish and maintain effective and courteous relationships with other employees, residents, the general public, and other business contacts.
• Ability to multitask.
• Ability to learn the MUNIS dashboard/Tyler/Harmony and other related programs.
• Ability to handle sensitive information while maintaining a high degree of confidentiality.
• Ability to fluently read, speak, write, and comprehend the English language.
• Ability to clear a criminal background check, driver’s license check, and drug test.

EDUCATION AND EXPERIENCE REQUIREMENTS

High school graduate or GED equivalent; preferably some college.

One (1) year of office experience.

REQUIRED LICENSES OR CERTIFICATIONS

Must possess a valid driver’s license.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein are representative of those that must be met by an employee to successfully perform the essential function of this job.

Environment - Work is performed in a busy office setting, working with the general public.

Physical – Primary functions require sufficient ability and mobility to work in a fast-paced office setting; to stand or sit for a prolonged period; to occasionally stoop, bend kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard, and to verbally communicate to exchange information. Occasionally lift and/or move up to 25 pounds.

Vocal – Vocal communication is required for expressing or exchanging ideas using spoken words and conveying detailed or important instructions to others accurately, loudly, or quickly.

Vision – See in normal visual range with or without correction.

Hearing: Hear in normal audio range with or without correction.

The City of East Chicago does not discriminate in its employment decisions based on race, color, religion, gender, age, genetic information, disability, national origin, ancestry, veteran status, or any other characteristic protected by law.