Administrative Support/Utility Billing Specialist

Union County, OH; Marysville (OH); On-site; USD 38,000 - 48,000; Full time

Job summary

Union County Engineer’s Office is seeking an organized administrative professional to provide clerical and operational support. Responsibilities include processing monthly sewer bills, assisting with mapping and parcel research, and answering public inquiries.

The role also covers records management, building permit support, and routine financial transactions. The position requires an associate degree with relevant experience, strong data entry and bookkeeping skills, and the ability to handle

Qualifications

• Completion of secondary education (high school diploma or GED) and an associate’s degree in any related field and three (3) years of experience or equivalent, supplemented by courses in typing and bookkeeping; demonstrable skill in data entry, word processing, skills in basic spreadsheet usage, and telephone etiquette.
• Experience with utility billing, point of sale systems, and collecting, tracking, and receipting monies; or any equivalent combination of education, experience, and training which provides the required knowledge, skills, and abilities.
• Must be capable of passing a comprehensive pre-employment background investigation.
• Notary public preferred; valid Ohio driver’s license; insurability under County policy.

Responsibilities

• Prepares and processes monthly sanitary sewer bills and notices; handles financial transactions and reconciles payments; deposits receipts.
• Reviews deeds, legal descriptions, and property surveys for accuracy; assists mapping/parcel research and GIS/tax map updates.
• Answers telephone, responds to inquiries and complaints; provides information to the public; screens visitors; schedules building inspections.
• Assists Building Permit Specialists with processing permit applications and maintains department files; supports various clerical duties.
• Operates computer software to prepare correspondence, work orders, reports and related documents; proofs and formats materials.
• Performs financial transactions; reconciles payments and maintains cash drawer; posts and balances financial information.
• Performs secretarial duties including records management, filing, mail handling, and assisting public with tax map and building regulations questions.
• Assists with record maintenance and archiving; maintains licensure and certification as required.
• Meets safety requirements; demonstrates regular attendance; maintains all applicable safety standards.
• Performs other related duties as assigned.

Skills

Data entry

Word processing

Typing

Telephone etiquette

Attention to detail

Education

Associate degree

High school diploma or GED

Tools

Utility billing software

POS systems

GIS mapping system

Job description

Be part of the team that helps keep Union County moving! The Union County Engineer’s Office is seeking an organized and dependable administrative professional to provide clerical and operational support to the department. From utility billing to day-to-day administrative responsibilities, this position plays an important role in supporting both our team and the community we serve.

An example of acceptable qualifications

Completion of secondary education (high school diploma or GED) and an associate’s degree in any related field and three (3) years of experience or equivalent, supplemented by courses in typing and bookkeeping; demonstrable skill in data entry, word processing, skills in basic spreadsheet usage, and telephone etiquette; experience with utility billing, point of sale systems, and collecting, tracking, and receipting monies; or any equivalent combination of education, experience, and training which provides the required knowledge, skills, and abilities. Must have outstanding attention to detail, multi-tasking, and interpersonal skills. Must be capable of passing a comprehensive pre-employment background investigation.

Licensure or certification requirements

Must possess a valid Ohio driver’s license and maintain insurability under the County’s vehicle insurance policy; notary public preferred.

Equipment operated

Telephone, computer, calculator, file drawers, fax machine, printers, postage machine, laminator, shredder, office copier.

Inherently hazardous or physically demanding working conditions

Is exposed to environmental conditions which may result in injury from fumes, odors, dusts, mists, gases, and/or poorly ventilated work areas; has contact with potentially violent or emotionally distraught persons; has exposure to chemical compounds found in an office environment (e.g., toner, correction fluid, etc.).

Note: In accordance with the U.S. Department of Labor physical demands strength ratings, this is considered sedentary work. For purposes of 42 USC 12101:

1. (1) Prepares and processes monthly sanitary sewer bills and notices; processes new or cancelled accounts as required; prepares month end reporting and tax liens; performs financial transactions; reconciles payments with stubs, tapes and/or cash; deposits receipts, posts, updates and balances complex financial information; using computerized accounting system; balances cash drawer; receives payments in person, by mail, or online; prepares pay-ins or deposit slips; receives and responds to sanitary sewer customer questions and issues.
2. (2) Reviews deeds, legal descriptions, and property surveys for accuracy and consistency with recorded plats and county mapping records; assists the Mapping Department with parcel research, boundary verification, and reconciliation of ownership and legal description discrepancies; supports maintenance and updates of GIS and tax map records based on recorded deeds, surveys, and plats.
3. (3) Answers telephone and responds to inquiries and complaints; directs calls to proper authority; provides information to public; answers public questions; greets and screens persons entering office; schedules building inspection requests and handles general county engineering inquiries.
4. (4) Assists Building Permit Specialists with processing building permit applications and maintaining building department files, as needed; assists with a variety of special projects/clerical duties upon assignment; keeps handouts and pamphlets on counter/wall in stock and up to date.
5. (5) Operates computer software to prepare a variety of material (e.g., correspondence, work orders, reports, records and related department documents) from rough draft, recording or written or oral instruction; proofreads typed documents and makes necessary corrections; types labels, envelopes, cards and/or routine forms.
6. (6) Performs financial transactions; reconciles payments with stubs, tapes and/or cash; deposits receipts; posts, updates and balances complex financial information using computerized accounting system; balances cash drawer; receives payments in person, by mail, or online; prepares pay-ins or deposit slips.
7. (7) Performs secretarial duties; retrieves information from files; operates office equipment; file maintenance; receives, sorts and distributes mail; maintains accurate records and files on accounts, prepares reports, letters and maintains records; assists the public with tax map, deed, and property record research, and building regulations questions.
8. (8) Assist with record maintenance; assists with file maintenance and helps to archive files, records, and documents.
9. (9) Maintains required licensures and certification.
10. (10) Meets all job safety requirements and all applicable safety standards that pertain to essential functions.
11. (11) Demonstrates regular and predictable attendance.

Other duties and responsibilities

(12) Performs other related duties as assigned.

Knowledge of

County, Department, and Division goals and objectives; *County, Department, and Division policies and procedures; *personnel rules and regulations; office practices and procedures; building regulation policies and procedures*; mapping system procedures*; bookkeeping; English grammar and spelling; office equipment operation; records preparation and management; word processing, data entry and maintenance, basic spreadsheet development and usage.

Skill in

Computer operation; data entry; word processing; typing; telephone etiquette.

Ability to

Develop and maintain effective working relationships; perform job safely; read copy and record figures accurately; calculate fractions, decimals and percentages; prepare routine correspondence; answer routine telephone inquiries; gather, collate and classify information about data, people or things; recognize errors and make corrections; sort items into categories according to established methods; maintain records according to established procedures; maintain computer database; move quickly and effectively from one task to another.

Positions directly supervised

None