Document Technician - Utilities

Doña Ana County; United States; On-site; USD 25,000 - 37,000; Full time

Job summary

Doña Ana County is seeking a front-counter administrative specialist for the Utilities Department to assist the public and staff with utility accounts, payments, and records. The role emphasizes accurate financial and customer records, routine postings to an accounting system, and support for purchasing and mail processes.

Responsibilities include handling payments, maintaining and reconciling accounts, processing applications, and providing courteous service at the counter.

Qualifications

• High School diploma or equivalent.
• 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.
• In accordance with county policy.
• Must pass pre-employment background check.
• Must pass pre-employment credit check.

Responsibilities

• Provide front-counter customer service to the public and county employees; greet customers, receive phone calls, and provide information or direct to departments.
• Receive and post payments; reconcile checks and stubs for daily balance and deposits.
• Prepare requisitions and purchase orders; input and track open purchase orders and change-orders.
• Open/close utility accounts; take applications for new customers and provide information on grants; handle name changes and payment arrangements.
• Create and maintain files for applications, invoices, and related documents.

Skills

Cash handling

Payment processing

Customer service

Administrative support

Bilingual English/Spanish

Education

High School diploma or equivalent

Tools

Accounting software

Job description

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

• 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.
• 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.
• 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.
• 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.
• 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.

Thank you for considering Doña Ana County as a potential employer.