Document Technician - Utilities

Doña Ana County; Las Cruces (NM); On-site; USD 25,000 - 37,000; Full time

Job summary

Doña Ana County is seeking a Front Counter Clerk in the Utilities Department to provide administrative, cashiering, and customer service support. You will assist the public and county staff with utility account services, payment processing, account maintenance, and purchasing support, ensuring accurate records and efficient front-counter operations.

The position requires a high school diploma or equivalent, at least two years of cash handling and customer service experience, including one year

Qualifications

• Knowledge of telephone etiquette and customer service techniques.
• Basic arithmetic and filing methods.
• Record management procedures and use of computer systems.

Responsibilities

• Provide front-counter customer service to the public and county employees.
• Receive and distribute department mail; post payments and reconcile checks.
• Prepare requisitions and purchase orders; input into accounting systems.
• Open and close utility accounts; take applications for new customers and discuss grants.
• Create and maintain files for applications, invoices, and other documents.

Skills

Communication skills

Cash handling

Balancing transactions

Data entry

Telephone etiquette

Education

High School diploma or equivalent

Tools

Word processing

Databases

Spreadsheets

Email programs

Job description

NOTICE TO APPLICANT

Applications must be submitted by 11:59 PM MST the day before the posted End Date.

You must ensure your application reflects the correct and current information for your work experience, hours worked per week per position, education, personal information, etc.

Only the information provided on this application is evaluated when determining compensation.

Job Description

PURPOSE SUMMARY. Provides administrative, cashiering, and customer service support for the Utilities Department. Assists the public and county staff with utility account services, payment processing, account maintenance, purchasing support, records management, mail processing, and related departmental administrative functions. Maintains accurate financial and customer records while ensuring efficient front-counter operations and support of departmental activities.

ESSENTIAL DUTIES.

1. Provide front-counter customer service to the public and county employees

• Greet customers, receive phones calls, and either provide needed information or direct customers to other individuals or departments.
• Search customer accounts and provide information.
• Accept utility payments and sell solid waste coupons.
• Post payments to customer accounts in a computer-based accounting system.
• May participate in off-site community outreach meetings.

2. Receive and distribute department mail

• Open envelopes and record check/money order numbers on attached stubs.
• Post mailed payments to customer accounts in a computer-based accounting system.
• Reconcile checks and stubs to prepare for daily balance and deposit.
• Return checks with incomplete or wrong information along with a letter explaining why payment was returned.

3. Prepare requisitions and purchase order

• Input requisitions into a computer-based accounting system.
• Input the department's open purchase orders at the beginning of fiscal year.
• Input and track change-orders.
• Receipt mailed invoices.
• Serve as back-up for receiving items on the receiving report.

4. Open and close utility accounts

• Place work order for new and existing customers.
• Take applications for new customers and provide information on grants that may be available.
• Fill out name change forms.
• Make payment arrangements on past-due accounts.
• Gather information to close accounts and notify customers of final bill.

5. Create and maintain files

• Create and file new applications, grant forms, name change forms and payment-arrangement forms.
• File all invoices, requisitions, and purchase orders.
• File any letters sent out to customers regarding their accounts.
• File any paperwork involved with applications (permits, warranty deeds, letters of credit).

ADDITIONAL DUTIES.

Other duties as assigned.

QUALIFICATIONS.

A. Education. High School diploma or equivalent.

B. Experience. Two (2) years of experience in cash handling, payment processing, customer service, or general administrative support including one (1) year of experience in high-volume cash receipting, balancing and reconciliation. Bilingual (English/Spanish) required.

C. Education/Experience substitution. In accordance with county policy.

D. Licenses/Certifications. N/A

E. Other (e.g., post-offer medical exam, polygraph, background check, driver's license record, etc.). Must pass pre-employment background check. Must pass pre-employment credit check.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED BY THE POSITION.

Knowledge of :

• Telephone etiquette and customer service techniques.
• Basic arithmetic; alpha-numeric filing methods.
• Record management procedures.
• Word processing, databases, spreadsheet, and email programs.
• Functional aspects of computer operating systems.

Skill in :

• Communication and interpersonal relations to provide effective customer service.
• Processing payments and balancing financial transactions accurately.
• Maintaining organized files and records.
• Entering and retrieving data from computerized systems.
• Communicating effectively verbally and in writing.

Ability to :

• Interact professionally with the public and county staff.
• Explain procedures, policies, and account information clearly.
• Maintain accurate financial and customer records.
• Prepare and process documents with attention to detail.

Compensation Range

$18.14 - $27.22

Doña Ana County is an Equal Employment Opportunity Employer. It is our policy to abide by all federal and state laws prohibiting employment discrimination on the basis of a person's race, color, religion, age, national origin, sex, disability, serious medical condition, genetic information, ancestry, spousal affiliation, gender identity, sexual orientation or any other unlawful criteria, except where a reasonable Bona Fide Occupational Qualification exists.

Doña Ana County will make reasonable accommodation(s) for the known physical or mental limitations of an applicant with a disability, upon request, unless the accommodation(s) would cause an undue hardship on the operation of the County. Please see http://www.donaanacounty.org/ada/ for our Public Notice and to get the Testing/Interview Accommodation Request Form or call 575-647-7210 for assistance.