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Ellensburg, WA - account clerk

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CITY OF ELLENSBURG
FINANCE DEPARTMENT
ACCOUNT CLERK II
REPORTS TO: FINANCE SUPERVISOR

MISSION:

To facilitate collection of delinquent utility accounts and provide customer service.

SUMMARY:

To prepare service orders for utility billings, to manage delinquent final utility accounts; to coordinate utility and ambulance accounts in collection and maintain account files; and to provide quality 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.

Post Service Orders to Meter Information Cards:

Post meter information to cards

Review previous meter reading; record on service order

Forward posted service order to data processing for billing

Write adjustments as necessary to correct billing

Open and Close Utility Accounts:

Determine deposit requirements

Complete service order and deposit receipt; obtain customer's signature

Forward order to service person for meter readings

Post service order number and date to meter information card

Verify receipt of credit history; initiate door tag as needed

Manage Collection of Delinquent Utility Final Accounts and File Maintenance:

Verify deposit applied and the account final

Research for other active accounts in customer name; transfer balance if appropriate; send customer notice of transfer

Send delinquent notices requesting payment or payment arrangements

Forward account to collection when appropriate

Arrange Payment Schedules:

Determine time of extension

Research customer account history

Record arrangements

Obtain customer's signature as needed

Assist Customers with Utility Questions:

Explain customer rate schedule

Maintain customer mailing address changes

Research and Resolve Utility Account Problems:

Request meter reading verification on suspect readings

Manage Collection Accounts and Maintain Files:

Accept payment from collection agency; post to appropriate accounts

Reconcile City's records with collection agency records; correct discrepancies

Notify collection agency of payments received

Manage Bankruptcy Accounts and Maintain Files:

Transfer balance to a bankruptcy account number when appropriate

Complete and return response forms to court

Notify collection agency of bankruptcy

Maintain bankruptcy account files

Prepare Listing of Utility and Ambulance Year End Write-Offs:

Communicate with collection agency to assist write off determination

Submit list to Finance Director for preliminary approval

Add or Delete accounts as necessary

Re-submit final list for Council agenda

Refund Credit Balance on Closed Utility Accounts:

Complete adjustment to transfer credit to customer's active account or request customer refund; obtain supervisors signature

Forward unrefunded credit balances under $1 to Department of Revenue

Deliver adjustments to data processing; deliver refunds and Department of Revenue adjustments to Assistant Treasurer

Assist Account Clerk I:

Balance cash drawer

Issue RPZ Permits

Assist Monitoring Utility Accounts for Timely Payment:

Begin disconnect process as appropriate

Check accounts in abeyance file daily; deliver disconnect order if unpaid

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.

EDUCATION and/or EXPERIENCE:

High school diploma or general education degree (GED); and two to four year related experience and/or training, or six months as an Account Clerk I; 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 employees of the organization.

MATHEMATICAL SKILLS:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

NECESSARY KNOWLEDGE, SKILLS AND ABILITIES:

(A) Working knowledge of computers and electronic data processing; working knowledge of modern office practices and procedures; working knowledge of governmental accounting principles and practices;

(B) Skill in to operating listed tools and equipment; Routinely exposed to confidential information; may disseminate such information consistent with departmental policies and procedures, requiring judgment;

(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;

SPECIAL REQUIREMENTS:

Must be bondable.

TOOLS AND EQUIPMENT USED:

Personal computer, including word processing and spreadsheet software; central financial computer; printer, typewriter, 10-key calculator, phone, copy machine, fax machine.

CERTIFICATES, LICENSES, AND REGISTRATIONS:

First aid and CPR certification

PHYSICAL DEMANDS:

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; stoop, kneel, crouch, or crawl; and stand and walk. The employee frequently is required to talk or hear. The employee is occasionally required to use hands to finger, handle, or feel objects, tools, or controls and sit.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision for data entry and reading correspondence, distant vision for watching for customers when away from desk, and peripheral vision to be able to greet public as they enter office.

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.

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 and collect information from the public and other departments in writing, by telephone, and/or in person.

The employee will solve problems and negotiate solutions within policy guidelines with the public and other departments in writing, by telephone and/or in person.

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.

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CITY OF ELLENSBURG FINANCE DEPARTMENT ACCOUNT CLERK II REPORTS TO: FINANCE SUPERVISOR

CITY OF ELLENSBURG
FINANCE DEPARTMENT
ACCOUNT CLERK II
REPORTS TO: FINANCE SUPERVISOR