Utility Billing Manager

Utility Billing Manager Grade 18 Salary: $49,691.20($23.89 hr) - $53,768.00 ($25.85 hr) Supervisor: Terry Dietsch - Utility Director PURPOSE OF CLASSIFICATION The purpose of this classification is to provide supervision of utility clerks and meter reader support staff and to perform advanced administrative duties in the utility department with a high level of interaction with the public. Reports to the Utility Director. ESSENTIAL FUNCTIONS The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. Supervises and evaluates assigned staff, directs work, processes employee concerns and problems, counsels and disciplines, and completes employee performance appraisals. Coordinates employee work schedules to ensure adequate office coverage; processes documents related to attendance, payroll and personnel records. Assists staff in handling/resolving complex problems or issues; responds to complaints from irate customers; performs duties of subordinate utility clerks/support staff as needed. Performs customer service functions; provides assistance and information related to departmental procedures, services, fees, forms, or other issues; responds to routine question, complaints or requests for service; initiates problem resolution; issues permit, licenses, or other official documents. Receives monies in payment of departmental fees or services; records transactions; issues receipts; forwards revenues as appropriate. Monitors and reports on bad debt. Performs general accounting/bookkeeping functions (e.g. posting payment balancing cash receipts; preparing bank deposits; reconciling bank statement; balancing accounts; issuing checks; researching financial discrepancies; maintaining account records; maintaining financial ledgers; preparing financial reports; etc.) Monitors status of customer accounts; reviews/approves activities deviating from standard procedures (e.g. termination of service, requests for special payment arrangements; adjustments to accounts; etc.) Processes a variety of documentation associated with departmental operations, per established procedures and within designated timeframes; distributes documentation or maintain records as appropriate. Processes request for checks and initiates in system as needed. Compiles and/or tracks various administrative and/or statistical data pertaining to departmental operations; performs basic research as needed; makes applicable calculations; prepares or generates reports; maintains records. Process GA811 locates and dig tickets for meter maintenance or water treatment. Monitors department documentation and reports for accuracy. Performs advanced word processing/typing functions. Drafts, composes, transcribes, and/or prepares correspondence, forms, reports, spreadsheets, charts, graphs, meeting minutes, and other documents via computer and/or typewriter. Performs data entry functions by keying data into computer system; retrieves, reviews or modifies data in computer database; generate computerized reports Receives various forms, correspondence and other documentation; reviews, responds, forwards, maintains, and/or takes other actions as appropriates. Receives, opens and distributes incoming mail; prepares outgoing mail. Copies and distributes correspondence, memoranda, reports, and other related materials. Initiates/receives facsimile transmission of documents via facsimile machine. Prepares/maintains confidential personnel files and general departmental files; sorts/organizes documents to be filed; files documents in designated order; locates/removes files; maintains file system of departmental records. Maintains inventory of departmental supplies; initiates order for new or replacement materials. Coordinates calendar activities to include planning/scheduling appointments, interview, meetings, conferences, etc.; updates calendar on a regular basis; contacts parties involved as appropriate. Assists in planning and preparing for meetings, to include facilitating meeting space and setup, preparing agendas and meeting packets, attending meetings, recording/transcribing minutes, distributing documentation, maintaining records, or other tasks as necessary. Assists in planning and conducting special events or activities pertaining to departmental operations. Greets visitors; ascertaining nature of business; assists and/or directs visitors to appropriate person. Answers the telephone; provides information and assistance; takes and relays messages and/or directs calls to appropriate personnel; return calls as necessary; may operate two-way radio to dispatch/receive calls. Coordinates effective communications by initiating outgoing communications, responding to incoming communications, and relaying information between the department and other departments, outside agencies, and the general public. Coordinate between Perry and Warner Robins office for utilities. Coordinates routes for meter readers as needed. Responds to routine requests for information or assistance from members of the staff, the public, or other individuals. ADDITIONAL FUNCTIONS May operate a motor vehicle to transport banking transactions or to conduct other errands. May go out in the field on occasion to solve issues with a customer or meter maintenance. May work with a consultant for water meters. May work with a consultant for billing software and meter reading software. May assume responsibility for opening/closing and securing building premises. Assists in maintaining standard office equipment; replaces paper, toner, ribbons, etc., as needed; troubleshoots basic operational problems; initiates communications with service representatives and provides information concerning operational and/or mechanical problems associated with office machines. Provides backup coverage to other positions or other departments as needed. May provide notary services. May interview candidates and assist in hiring subordinates. Performs other related duties as required. KNOWLEDGE, SKILLS, AND ABILITIES Knowledge of departmental functions, organizations and policies; knowledge of county services and relevant contact persons; knowledge of standard office practices and procedures; knowledge of secretarial/administrative techniques; knowledge of use of business English, grammar, punctuation, spelling and formatting of business correspondence; knowledge of filing and recordkeeping methods; knowledge of bookkeeping/accounting practices and principles; knowledge of the principles of supervision; knowledge of standard office equipment; and knowledge of basic computer applications and techniques. Knowledge of advanced utility billing and work order systems. Knowledge of GIS mapping of water meters for locations. Skill in performing advanced billing work functions; skill in customer service and interpersonal relations; skill in operating standard office equipment; skill in typing; skill in recording/transcribing dictations; and skill in utilizing various computer software programs relevant to the positions. Ability understand departmental policies, procedures, rules and regulations; ability to effectively supervise staff in assigned area; ability to maintain accurate bookkeeping and financial recordkeeping systems; ability to perform advanced secretarial operations involving transactions requiring effective accountability and accurate records; ability to organize work activities and establish priorities; ability to carry out projects with minimal supervision; ability to maintain confidentiality of department information; ability to work with frequent interruptions or under pressure; ability to gather and compile data for reports; ability to write clear and concise reports; ability to maintain a calendar of activities; ability to understand and follow detailed written and oral instructions; ability to communicate effectively both orally and in writing; ability to effectively screen telephone calls, visitors and mail and initiate problem resolution; ability to establish and maintain effective working relationships with employees, customers, other agencies, and the general public; ability to effectively interact with customers, often in stressful situations or in situations requiring courtesy and tact; ability to establish and maintain effective filing systems; ability to perform required mathematical calculations; ability to operate standard office equipment; ability to type and perform data entry accurately and with appropriate speed; ability to record and transcribe dictation with appropriate speed, and ability to utilize various computer software programs relevant to the position. May require the ability to operate a motor vehicle. MINIMUM QUALIFICATIONS High school diploma or GED required, supplemented by training in computers, bookkeeping, and secretarial skills, three years of experience in office management or a related field; or any equivalent combination of educations, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Supervisory experience preferred. May require possession and maintenance of a valid Georgia Driver's License. MINIMUM REQUIREMENTS TO PERFORM ESSENTIAL JOB FUNCTIONS PHYSICAL REQUIREMENTS: Must be able to operate a variety of office equipment including a computer, printer, typewriter, copy machine, facsimile machine, shredder, dictation/transcription equipment, calculator and telephone. Physical demand requirements are at levels of those for light work. DATA COMPREHENSION: Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things which may include forms, reports, maps, legal documents, reference materials, and operational manuals, policy manuals, and procedural manuals. INTERPERSONAL COMMUNICATION: Requires the ability to speak with and/or signal people to convey or exchange legal, personnel, financial, or computer-related information, including giving assignments and/or directions to co-workers or assistants as well as communicating with the general public. LANGUAGE ABILITY: Requires ability to read a variety of legal, personnel, financial, or computer-related documentation, directions, instructions, and methods and procedures. Requires the ability to complete forms and to write job related documentation and reports with proper format, punctuation, spelling and grammar, using all parts of speech. Requires the ability to speak with and before others with poise, voice control, and confidence using correct English and well-modulated voice. INTELLIGENCE: Requires the ability to learn and understand relatively complex financial and secretarial principles and techniques; to understand departmental policies and procedures; to make independent judgements in absence of supervision; and to acquire and be able to expound on knowledge of topics related to primary occupation. VERBAL APTITUDE: Requires the ability to record and deliver information to explain procedures, and to follow verbal and written instructions. NUMERICAL APTITUDE: Requires the ability to utilize mathematical formulas; add and subtract totals; multiply and divide totals; determine percentages; determine time and weight; and interpret statistical data. FORM/SPATIAL APTITUDE: Requires the ability to visually inspect items for proper length, width, and shape using job related equipment. MOTOR COORDINATION: Requires the ability to coordinate hands and eyes in using automated office equipment. MANUAL DEXTERITY: Requires the ability to handle a variety of items, automated office equipment, control knobs, switches, etc. Must have the ability to use on hand for twisting motion or turning motion while coordinating other hand with difference activities. Must have minimal levels of eye/hand/foot coordination. COLOR DIFFERENTIATION: Requires the ability to discern color. INTERPERSONAL TEMPERAMENT: Requires the ability to deal with and relate to people beyond giving and receiving instructions. Must be able to adapt to and perform under minimal stress when confronted with an emergency. PHYSICAL COMMUNICATION: Requires the ability to talk, express, or exchange ideas by means of spoken words and/or hear and perceive nature of sounds by ear.

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