Billing / Court Clerk - Medford

Oklahoma Municipal League, Inc.; Northern (KY); Hybrid; USD 36,000 - 48,000; Full time

Job summary

The City of Medford is seeking a highly organized Billing Clerk/Court Clerk to manage utility billing, accounts receivable, customer service, and municipal court administration. This role works closely with the City Clerk, City Manager, department heads, and the public to ensure accurate records and confidentiality.

Duties include greeting residents, entering meter usage, posting payments, maintaining billing software, preparing court dockets, and supporting city departments.

Qualifications

• High school diploma or GED is required.
• Valid Oklahoma Driver License is required.
• Proficiency with Microsoft Office is required.
• Ability to obtain certifications required by Oklahoma law.
• Preferred: Associate's degree in Accounting or related field.
• Preferred: Municipal government experience.

Responsibilities

• Greet customers and provide courteous assistance.
• Enter water meter usage and prepare utility bills.
• Maintain utility-billing software and related records.
• Balance the money drawer and process deposits.
• Prepare and maintain municipal court records and assist with court duties.

Skills

Strong organizational skills

Excellent written and verbal comms

Customer service

Confidentiality and discretion

Education

High school diploma or GED

Associate's degree in Accounting/Business Administration (preferred)

Tools

Microsoft Office

Job description

Listing Description

Position Summary

The City of Medford is seeking a highly organized, detail-oriented professional to serve as its Billing Clerk/Court Clerk. This position performs a variety of municipal administrative duties, with primary responsibility for utility billing, accounts receivable, customer service, and municipal court administration. The Billing Clerk/Court Clerk works closely with the City Clerk, City Manager, department heads, municipal court, and the public. The successful candidate will demonstrate professionalism, accuracy, excellent customer service, and the ability to manage multiple responsibilities while maintaining confidentiality and accurate records.

Essential Duties and Responsibilities

Utility Billing and Customer Service

• Greet customers and provide courteous assistance to residents, businesses, and visitors.
• Answer incoming telephone calls and direct callers to the appropriate party.
• Enter water meter usage and prepare and distribute utility bills.
• Post water bill payments and process credit card payments.
• Maintain utility-billing software and related records.
• Prepare work orders.
• Respond to City emails and provide assistance as appropriate.

Accounts Receivable and Cash Handling

• Maintain accounts receivable records.
• Prepare daily deposits and deliver deposits to the bank.
• Balance the money drawer.
• Process miscellaneous income and other City revenues.
• Prepare and send miscellaneous bills for services including rock, dumpsters, mowing, and other charges.
• Process credit card transactions and maintain credit card accounts.
• Create mail deposits.
• Pick up bank deposit bags from local banks.

Office and Administrative Operations

• Close the office at the end of each business day.
• Perform general administrative and clerical duties in support of City operations.
• Assist City departments as needed.
• Perform other related duties and special projects as assigned by the City Manager.

Licenses, Permits, and Administrative Services

• Prepare occupational licenses and permits.
• Prepare and maintain City licenses and permits.
• Send various license renewals.
• Prepare and maintain golf cart permits.
• Send golf membership renewals.
• Maintain records and prepare billing related to grave digging at Rosemound Cemetery.
• Place orders for supplies and equipment for City departments.
• Handle City business related to Jayhawk Software.
• Open, process, and distribute incoming mail.
• Pick up mail from the Post Office.

Fire and Ambulance Support

• Enter fire runs into the applicable state data system.
• Assist the Fire Department with administrative duties.
• Assist the Ambulance Department with administrative duties.
• Process yearly ambulance subscription renewals.
• Document ambulance payments received from insurance companies and private patients.
• Send Mutual Aid contracts to Fire and Ambulance departments in Grant County.

Municipal Court

• Prepare the municipal court docket.
• Maintain municipal court records.
• Attend court and document the Judge's rulings.
• Prepare Failure to Appear forms.
• Process fine payments.
• Contact the Oklahoma Department of Public Safety regarding the release of driver's license suspensions.
• Prepare warrants.
• File and maintain traffic citations, warrants, and Failure to Appear records.
• Maintain records of citation payment schedules.
• Assist police officers with court-related business.
• Prepare CLEET and OSBI monthly reports.

Qualifications

Required

• High school diploma or GED.
• Valid Oklahoma Driver License.
• Proficiency with Microsoft Office.
• Ability to obtain any certifications required by Oklahoma law.

Preferred

• Municipal government experience.
• Associate's degree in Accounting, Business Administration, or a closely related field.

Knowledge, Skills, and Abilities

The successful candidate will possess:

• Strong organizational and time management skills.
• Excellent written and verbal communication abilities.
• Strong attention to detail and accuracy.
• Excellent customer service and interpersonal skills.
• The ability to maintain confidential information with discretion and professionalism.
• The ability to prioritize multiple responsibilities and deadlines.
• Proficiency in Microsoft Office and other office technology.
• The ability to learn and effectively use computerized billing, accounting, and municipal software.
• The ability to work independently while also supporting other City departments.
• The ability to maintain accurate financial, customer, licensing, and court records.

Working Conditions

This position is primarily performed in an office environment with frequent interaction with the public. The position requires prolonged sitting, standing, walking, computer use, and occasional lifting of office materials weighing up to 25 pounds.

Why Join the City of Medford?

The Billing Clerk / Court Clerk is an important member of the City's administrative team and plays a vital role in providing responsive customer service, maintaining accurate municipal records, supporting City departments, and ensuring the effective operation of utility billing and municipal court functions. This position offers the opportunity to make a meaningful contribution to the community while working in a collaborative municipal environment.