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HomeMy WebLinkAboutWater Department Aide Job Description 05 13 25 CITY OF MONROE JOB DESCRIPTION DEPARTMENTAL AIDE WATER DEPARTMENT Supervised By: Water Distribution Superintendent and Billing Supervisor Supervises: No supervisory responsibilities Position Summary: Under the supervision of the Billing Supervisor and Water Distribution Superintendent, functions as clerk and administrative assistant for the Water Department. Processes utility billings, maintains related account records and files, and assists the public. Performs other clerical, administrative, and support tasks as directed to enhance customer service and ensure accurate water billings and account information. Records water payments, responds to customer inquiries, tracks account status, coordinates various customer services, and performs other clerical duties. Essential Duties and Job Functions: An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily. 1. Performs utility billings, inputs meter reads, ensures accuracy, generates and mails bills. 2. Prepares and submits departmental payroll. Maintains records and totals for off-time accruals. 3. Primary responsibility is customer service as pertaining to reports, billing errors, new accounts, delinquent accounts and shut-offs. Receives, records and receipts water bill payments made at the Water Department. Logs payments in billing system. 4. Responds to inquiries concerning water accounts by phone, counter and online. Answers questions, provides account information, supplies duplicate bills, researches and corrects billing errors and enters changes into billing system. Handles customer refunds. 5. Processes applications for new service or service resumption and provides customers with cost estimates for crew work. Arranges for work orders/scheduling, prepares receipts/invoicing for service. Tracks data and enters annual new service work activities and transmission/distribution work activities. 6. Prepares various operational and statistical reports pertaining to departmental activities for internal use and submission to other agencies. 7. Uses billing software and other means/methods to track delinquent accounts. Notifies customers of delinquent status and works cooperatively to establish payment plans. Upholds departmental billing & collections policies. Notifies taxing entities of delinquencies for purposes of tax lien per water agreements. Maintains an ongoing listing of overdue accounts and prepares weekly non- payment shut-off list for service crews. 8. Addresses other issues in the course of duties, including account problem solving, processing regular and final billing, administering penalties and credits, hydrant rentals, the automatic pay program, e-billing, street closings, shutoff notices, print and journalizing bills, and maintaining and setting up water and sewer accounts. 9. Works with other Departments, such as Finance and Treasury, to coordinate accounting systems, collections, and management information. 10. Reviews and corrects daily meter exception reports. 11. Receives information from Treasury concerning water service payments and records information for posting to the journal. 12. Prepares and finalizes daily work orders for service shut-offs, final reads or service start-ups, etc. and submits to water distribution workforce as needed. 13. Survey customers concerning work quality, system & service work and record results. 14. Maintains files and documentation of water service applications, connections, and related physical measurements, updating files and the document management system continuously. 15. Schedules and cancels appointments for work orders, including re-reads, meter repairs, and other service issues. May request Miss Dig marking for work crews. 16. Performs various other office & field duties such as mail delivery, stock replenishment, file maintenance, typing, and photocopying as directed. 17. Performs related work as required. Required Knowledge, Skills, Abilities, and Minimum Qualifications: The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the job. Requirements include the following: • A high school diploma or GED supplemented by specialized vocational training in secretarial science, office management, or a related field is required. • Three years of progressively more complex clerical experience in administrative support and in a utility, billing or financial setting. • one throughout employment. • Minimum score of 70% on the City of Monroe aptitude examination. • Skill and accuracy in the use of utility billing software, document management systems, computerized maintenance management software, online billing software, spreadsheets, word processing, and database software, specific to the department. • Knowledge of the structure, billing policies, practices, procedures, and regulations of municipal government. • Skill in providing administrative support to municipal activities. • Skill in maintaining a comprehensive filing system and in retrieving a variety of information and data, including sensitive information requiring confidentiality and discretion. • Ability to apply basic mathematics with accuracy and develop a working knowledge of munici pal budgeting and basic accounting. • Ability to establish effective working relationships and use good judgment, initiative and resourcefulness when dealing with the public, community leaders, and other employees. • Ability to understand and follow complex oral and written instructions, and carry them out independently. • Ability to effectively communicate and present ideas and concepts orally and in writing. • Ability to critically assess situations, solve problems, and work effectively under stress, within deadlines, and changes in work priorities. Physical Demands and Work Environment: The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the 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 communicate in person and by telephone, read regular and small print, view and produce written and electronic documents and enter data on a computer keyboard with repetitive keystrokes. The employee must be mobile in an office setting, stand, sit, stoop, and kneel, use hands to finger, handle, or feel, and reach with hands and arms. The employee must lift or push/pull objects of up to 15 lbs. without assistance. Accommodation will be made, if needed, for office employees required to lift or move objects that exceed this weight. The typical work environment for this job is a business office setting with a quiet and sometimes moderate noise level.