Utility Billing Clerk/ Administrative Assistant

City of Johnston; Johnston (IA); On-site; USD 17,000 - 25,000; Part time

Job summary

City of Johnston is seeking a Part-Time Utility Billing Clerk for a 30-hour-per-week role. The position supports billing, reconciliations, customer service, and general clerical tasks in a municipal office environment.

Responsibilities include updating the billing system, processing bills and notices, handling mail and payments, and assisting with records management. Requires a high school diploma, 5 years of office experience, and notary within 6 months.

Qualifications

• Graduation from high school or GED equivalency; AND
• 5 years of professional office experience, including public-facing duties;
• Notary within 6 months of hire;
• Valid Iowa driver's license or mobility equivalent;
• Ability to pass DCI background check and pre-employment screening.

Responsibilities

• Provide customer assistance and route calls to the appropriate department.
• Enter meter readings and update utility billing system; process monthly bills and notices.
• Handle mail, ACH deposits, and deposits/payments; maintain records.
• Input new accounts, create work orders, and update plat information.
• Assist with records retention and procurement coordination as needed.

Skills

Customer service

Microsoft Office

Communication skills

Organizational skills

Attention to detail

Education

High school diploma or GED

Notary certification within 6 months

Tools

Microsoft Excel

Data entry systems

Job description

Description

**This vacancy is a Part-Time; 30 Hours per week Monday-Friday position**

Job Summary:

Under general supervision, this non-exempt position performs various tasks related to utility billing, including maintaining and updating the utility billing system and reconciliation of meter readings and performs a variety of general clerical and administrative support duties.

• Provides instructions to customers and assigns new accounts.
• Answers incoming calls and retrieves voicemail on the multi-line telephone system and directs calls to the appropriate person and/or department. Greets clients and visitors and provides appropriate information and/or materials.
• Responds to requests for information and provides written, telephone, and in-person assistance to city officials, employees and the public in a timely and courteous manner.
• Processes incoming and outgoing mail, including postage metering, and distributes to appropriate department.
• Has the ability to input meter readings into the utility billing system and makes adjustments to accounts as needed.
• Has the ability to prepare or assists in the preparation of monthly utility bills, reminders, and utility shut off notices.
• Collects departmental receipts, water payments, irrigation meter purchases, deposits and connection and meter fees.
• Processes end-of-day reconciling.
• Files new customer applications, work orders, and meter and sewer applications.
• Performs monthly automated clearing house (ACH) deposit transactions.
• Verifies final meter readings and inputs information into the utility billing system, including meter change outs, new meters in system, MTU work orders, and miscellaneous work.
• Updates new plat information, maintains and assists with monthly billing and reconciliation reports. Inputs new accounts in system and Excel spreadsheets.
• Creates new utility accounts. Schedules work orders.
• Has the ability to calculate and pay semi-monthly and quarterly sales tax payable.
• Oversees maintenance of office equipment including service calls and acts as primary alternate for procurement and purchase of office supplies.
• Assists with coordination of the City’s records management program and coordinates record retention and disposal for city departments along with working with MDS, the City's off-site storage vendor.
• Performs notary work.
• Assists in other duties as assigned or needed, such as (however not all-inclusive) helping with monthly accounting reports, taking building payments
• and backup phone for building administrative assistant, process mail, sorting, and public works invoices, etc.
• Regular work attendance is required.

Knowledge, Skills and Abilities:

May be representative, but not all-inclusive, of those knowledge, skills, and abilities commonly associated with this position.

• Knowledge of financial office procedures and practices.
• Knowledge of the functions of government in a municipality.
• Knowledge of Microsoft Office software (Excel, Word, Access, PowerPoint)
• Skills: Ability to perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of sensitive deadlines. Excellent customer service skills.
• Ability to handle confidential information in a sensitive manner.
• Ability and willingness to learn new skills quickly and adapt to rapidly changing information and/or technology.
• Ability to work efficiently with very little direct supervision.
• Excellent oral and written communication skills.
• Excellent interpersonal communication skills.
• Strong organizational skills.
• Ability to take initiative.
• Problem-solving ability.
• Sound judgment and decision-making abilities.
• Ability to establish and maintain effective working relationships with co-workers.
• Ability to concentrate in a diverse work setting.
• Ability to operate general office equipment including telephone, copier, printer, and facsimile. and accountability for decision making.

Physical Requirements and Work Environment:

• Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to communicate effectively;
• Sufficient vision or other powers of observation, with or without reasonable accommodation, which permits the employee to review a wide variety of written material in electronic or hard copy form;
• Sufficient manual dexterity with or without reasonable accommodation, which permits the employee to operate a personal computer and related equipment;
• Sufficient personal mobility and physical reflexes, with or without reasonable accommodation, which permits the employee to have access to various work sites throughout the City and out of the area.
• Must be able to routinely lift objects weighing 10lbs and occasionally lift objects up to 25lbs.
• Work is performed in an office environment with frequent interruptions.

NOTE: This job description is not intended to be all inclusive. Employees may need to perform other duties consistent with the role and function of the classification as required.

Requirements

Acceptable Experience, Training and Other Qualifications:

• Graduation from high school or GED equivalency; AND
• (5) years professional experience in general office operations, including experience with public contact in an office environment;
• or any equivalent combination of experience and training which provides the knowledge, skills and abilities necessary to perform the work.
• Must obtain Notary within 6 months of hire date
• Possession of a valid Iowa driver’s license or evidence of equivalent mobility.
• Ability to successfully pass DCI background check.
• Required to complete a pre-employment offer screening.