Sample Only
CITY OF ELLENSBURG
FINANCE DEPARTMENT
DATA ENTRY/BILLING CLERK
REPORTS TO: FINANCE SUPERVISOR
MISSION:
To administer the utility billing process for electric, gas, water and sewer utilities, accurately billing residential and commercial utility customers for services used, and resolving utility billing problems.
SUMMARY:
Ensure the utility billing processes are performed on schedule. Maintain utility and deposit files. Update and maintain utility account files on the computer. Perform timely and accurate billing. Verify meter removal and update utility reports. Monitor consumption for accounts. Provide central postage service for City departments. Assist other department personnel with report information and research. And provide customer service.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
All of the following are to be performed while adhering to City of Ellensburg operational policies, safety rules, and procedures.
Administer Utility Billing Process:
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Establish calendar for section billing and delinquent notice dates
Research to determine need for check reads and meter testing
Monitor accuracy of information provided by City staff and research questionable information
Recommend required changes needed or equitable solutions to billing problems
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Coordinate with Finance Department and other City department staff to resolve
meter and billing problems
Communicate with customers in person, by phone or in writing to discuss billing problems and account adjustments
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Perform analytical research
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Receive completed service orders from utility clerks
Verify by comparing posted information to system data
Research discrepancies and recommend resolutions
Enter new accounts information on service orders to computer
Verify and add to appropriate files
Sequence new accounts for meter reading order
Review edit for dates and consumption after processing
List finaled accounts by account number order in preparation for billing
Enter locations or relocations for water meters
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Update files with changes
Transmit information to Radix for reading routes manipulation
Download information to hand held devices for meter readers
Edit Radix system information
Forward error reports as necessary to meter readers
Communicate with meter readers and others to maintain complete and accurate meter files
Assists scheduling routes for billing
Provide meter book for utility meter readings for services requiring manual calculations
Run KVAR reading sheets for meter readers
Reinstall software to handhelds.
Maintain handheld devices, coordinating maintenance and repair techniques with Radix
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Edit all input for consumption and meter accuracy
Review accounts for high or low consumption
Use general knowledge of consumption history for comparison
Order meter check when discrepancy occurs
Estimate consumption for inoperative meters by using mainframe history
Inform utility clerks of leak or high usage detection
Generate trouble report for utility service person if appropriate
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Review records for current account billing to determine need for check
reads and meter testing, and refer to appropriate staff
Update meter files to provide correct billing status
Distribute final edit reports to various departments
Determine dates for flat rate charges and delinquency
Enter and edit KVAR and meterbook for commercial accounts
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Audit assorted reports for accurate dates, consumption and charges
Circulate reports for various department input and monitoring
Check statistics report for utility debits
Compare statistics with previous periods for discrepancies
Balance the total billing figure with balance forward file on system
Sort postcard bills according to postal regulation and prepare paperwork for mailing
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Organize billing files
Update listings for utility clerks, servicemen and other relevant departments
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Correct errors in deposit history
Search customer history for incorrect data; replace appropriately
Maintain deposit file invoices
Input proper deposit return date for reinstated customers
Research duplicate names by signature comparison to verify individual deposit history
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Update and verify rate file
Maintain rate changes for KVAR demand service (December and April) Calculate rates for 2% and 4% discounted customers; input changes
Verify rate structure by random consumption calculation; total comparison to ensure accuracy
Research and correct differences
Compute flat rate charges and adjust file accordingly
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Update name/address file as requested by customers and/or utility clerks
Update Service Address file when necessary
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Sort mail according to department
Weigh mail; Imprint proper postage
Provide appropriate mailing statement to accompany mail
Follow proper procedures for registered and certified mail
Charge postage to department budgets; post to computerized spreadsheet;
Balance spreadsheet; forward to accounts payable
Act as resource person for City departments on mailing regulations
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Maintain address label file
Update and run labels bi-monthly
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Run payroll checks
Key treasurer's cash updates
Process daily cash and utility adjustments when necessary
Run claims vouchers and checks
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Answer computer console for all departments regarding display stations
and printers
Change printer forms as required
Order and maintain office supplies and forms for department
Contact vendors to research purchase of new equipment if needed
Prepare departmental forms
Other duties may be assigned.
This is a representative sample--not to imply a complete listing of responsibilities and tasks.
QUALIFICATION REQUIREMENTS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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EDUCATION and/or EXPERIENCE:
High school diploma or general education degree (GED); and two to four years related experience and/or training; or equivalent combination of education and experience.
LANGUAGE SKILLS:
Ability to read and comprehend instructions, correspondence, and memos. Ability to write correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other city employees.
MATHEMATICAL SKILLS:
Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute averages, percentages, rate, ratio, volume and to draw and interpret bar graphs.
NECESSARY KNOWLEDGE, SKILLS AND ABILITIES:
(A) Working knowledge of computers, electronic data processing and simple maintenance procedures; knowledge of computer billing systems and schedules; ability to use various computer software; working knowledge of modern office practices and procedures; working knowledge of bookkeeping or accounting principles and practices; and ability to make system adaptions;
(B) Skill in operating listed tools and equipment; Must not disclose confidential information to which employee is infrequently exposed
(C) Ability to perform arithmetic computations accurately and quickly; ability to communicate effectively verbally and in writing; ability to establish successful working relationships; ability to work under pressure and/or frequent interruptions; ability to work well with the public.
TOOLS AND EQUIPMENT USED:
Personal and mainframe computers, printer, typewriter, 10-key calculator, phone, copy machine, fax machine, mailing machine, postage meter, burster, meter reading devices, and electronic scale.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to stand, reach with hands and arms, and talk or hear. The employee is occasionally required to walk and stoop, kneel, crouch.
The employee must frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision for reading printouts and computer screens and the ability to adjust focus for reading the computer screen.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee regularly works near moving mechanical parts. The employee is occasionally exposed to fumes or airborne particles.
The noise level in the work environment is usually moderate.
KEY RELATIONSHIPS:
The key relationships described here are representative of those an employee encounters while performing the essential functions of this job.
While performing the duties of this job, the employee will provide information to, collect information from, coordinate projects and activities with, solve problems with, and negotiate solutions within policy guidelines with other departmental employees. Contact will be made in writing, in person, and/or through teaching or formal instruction.
Department Head (date) Supervisor (date) Employee (date)
NOTICE: The above job profile does not include all essential and nonessential duties of this job. All employees with disabilities are encouraged to contact the Personnel Department to review and discuss the essential and nonessential functions of the job. An employee with a disability can evaluate the job in greater detail to determine if she/he can safely perform the essential function of this job with or without reasonable accommodation.
DISCLAIMER: Job profiles are not intended, nor should they be construed to be, an exhaustive list of all responsibilities, tasks, skills, efforts, working conditions or similar behaviors, attributes or requirements associated with a job. A job profile is not a comprehensive job description. It is intended for the sole purpose of acquainting a person who is unfamiliar with such position with a brief overview of the position's general direction and scope. This position profile is confidential, is intended for internal use only and may not be copied or reproduced by anyone for any purpose without written permission from the Director of Personnel or the City Manager.