Full-Time Utility Billing & Collections Clerk

City of Claremont; Claremont (CA); On-site; USD 22,000 - 36,000; Full time

Job summary

City of Claremont is seeking a full-time Utility Billing & Collections Clerk to split duties between the Water/Sewer departments and the Central Collections Office. You will generate bills, process abatements, handle payments, and reconcile cash in a fast-paced municipal setting.

Responsibilities include customer service, delinquency actions, and reporting. Strong knowledge of Beacon/BS&A and accuracy in recordkeeping are essential for compliance and timely revenue processing.

Qualifications

• Requires a high-school diploma or equivalent with 3 years of bookkeeping/utility-billing experience or an equivalent combination of training and experience.
• Proficiency with BS&A, Beacon, Excel, and Word encouraged.
• Knowledge of state municipal utility collection laws and customer-service best practices.

Responsibilities

• Generate quarterly and monthly water and sewer bills from meter reads imported into BS&A.
• Handle property closings and final billings with accurate reads and balances.
• Provide counter/phone support with billing inquiries and payment options.
• Prepare revenue, aging, and consumption reports; maintain digital and paper records.

Skills

BS&A

Excel

Word

10-key

Data entry

Customer service

Education

High-school diploma or equivalent

Tools

Beacon

BS&A

Job description

Full-Time Utility Billing & Collections Clerk

The City’s Finance Office is Seeking a

Clerical Union – Full-Time Utility Billing & Collections Clerk

Job Summary:

This is a combined position working half time for the City’s Water and Sewer Departments and half time for the City’s Central Collection Office. Work includes generating all utility bills, processing utility abatements, maintaining utility account records, processing motor vehicle transactions, receiving property tax payments, and reconciling cash. This role interacts with the public on a regular basis and is customer service oriented. The incumbent exercises independent judgment within established procedures, ordinances, and State Statutes, and works closely with the City Clerk/Tax Collector and the Public Works Clerk Administrator to ensure accuracy and timeliness. Errors directly affect City revenue and customer satisfaction.

Essential Job Functions

(The following are illustrative and may evolve with operational needs.)

1. Utility Billing & Reconciliation
   • Generates quarterly and monthly water & sewer bills based on meter read data imported from Beacon into BS&A by the DPW Clerk Administrator; verifies usage, abatements, and prior balances before issuing warrants and statements.
   • Establishes new customer account; enters account corrections; processes adjustments approved by the City Clerk / Tax Collector.
2. Property Closings/Final Billings
   • Creates closing work orders, enters property sale details into BS&A.
   • Coordinates with the DPW Clerk Administrator regarding final reads, which are entered by the DPW Clerk Administrator.
   • Prepares closing statements and communicates balances due at closing.
3. Customer Service & Collections
   • Answers billing inquiries and explains regulations and payment options.
   • Works with customers on high-bill investigations and payment arrangements; schedules on-site meter inspections with the DPW Clerk Administrator when required.
   • Initiates delinquency notices, lien processing, and other collection actions per policy and State Statute.
4. Reporting & Recordkeeping
   • Prepares month-end, quarterly, and year-end revenue, aging, and consumption reports.
   • Maintains digital and paper files in compliance with State record-retention laws.

Central Collections

1. Counter Support - Motor Vehicles/Vitals/Tax
   • Provides counter support for motor-vehicle registrations, vital records, tax payments, and other Central Collections functions during peak periods or absences.
   • Performs other related duties as assigned.

Desired Minimum Qualifications

Education & Experience High-school diploma or equivalent, plus three (3) years’ bookkeeping / utility-billing or related municipal finance experience; or any equivalent combination of training and experience.

Certifications

Must possess or have the ability to obtain certification as Motor Vehicle Agent and Boat Agent with the State of NH Department of Safety and be certified as a vitals clerk through the NH Secretary of State Office; must be, or possess the ability to be, a Notary Public with the State of NH.

Knowledge

• Principles of governmental utility accounting; meter-reading software (Beacon) and fund-accounting systems (BS&A)
• State laws governing municipal utility collections
• Office practices and customer-service techniques

Abilities

• Reconcile complex accounts accurately
• Interpret policies and explain them tactfully to the public
• Analyze consumption data and spot anomalies
• Work independently, meet strict deadlines, and maintain confidentiality

Skills

• Proficiency with BS&A, Excel, and Word
• Accurate 10-key and data-entry
• Strong written and oral communication

Tools & Equipment Used

PC (Microsoft Office, BS&A, Beacon), multi-line telephone, 10-key, copier, scanner, postage machine, folding/inserting equipment.

Physical & Work Environment

Standard office setting; prolonged sitting, frequent standing/walking; occasional lifting up to 25 lbs (boxes of bills/forms).

Pay Range

Pay Range: Grade III (AFSCME Union – Clerical). Pay is commensurate with experience.

• Maximum: $26.00/hour (The starting rate will be based on qualifications, relevant experience, and internal equity, typically within the $16.00–$21.00 range.)

Application Process

The City of Claremont is an equal opportunity employer.