DEFINITION
To perform a variety of customer service and technical accounting work related to the utility department. Match invoices and purchase orders and process all accounts payable. Process employee salary, retirement and health insurance benefits. Provide customer service to the citizens of the City of Henrietta and perform a variety of technical tasks relative to assigned area of responsibility.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Matches original invoices and requests for payment with internal purchase orders; performs calculations to determine appropriate payment schedules and amounts; take appropriate vendor discounts; and ensures invoices are paid correctly and on time.
Codes, verifies, and electronically enters accounts payable data.
Verifies and posts payment checks to appropriate vendors and/or agencies.
Codes and verifies and processes employee payroll and insurance benefits and personnel policies, including calling in payroll taxes.
Maintain destruction retention logs.
Receives payment, keeps records, and issues receipts for building and associated permits as needed.
Prepare a variety of utility billing documents including work orders, new service applications and credit/account adjustments.
Collect and record all payments received for utility accounts receivable, permits and other departments and balance cash drawers.
Respond to citizen inquiries and complaints; research and resolve and discrepancies; explain policies and procedures to citizens; prepare and document account adjustments.
Verify payment of bills and current service status; document collections and payments; dispatch service connection and disconnection orders accordingly.
Prepare daily (or as needed) deposit and arrange for delivery to bank.
Process/assists incoming and outgoing mail; sorting and distribution. Maintain funds on postage meter.
OTHER IMPORTANT DUTIES AND RESPONSIBILITIES
Provide back-up clerical relief when necessary for utility billing clerk, assist city secretary, and act as a receptionist.
Perform related duties and responsibilities as required.
Performs and carries out additional projects and duties as assigned by the City Secretary or City Administrator.
QUALIFICATIONS
Knowledge of:
Modern office procedures, methods and computer equipment.
Basic accounting principles and practices.
Clerical accounting maintenance practices.
Principles of business letter writing and basic report preparation.
Basic operations of utility services.
Methods and procedures of data entry.
Principles and procedures of financial record keeping and reporting.
English usage, spelling, grammar and punctuation.
Basic mathematic principles.
Alphabetical and numerical filing systems.
Ability to:
Perform general utility billing functions.
Maintain accurate, up to date records.
Respond to request and inquiries from the general public.
Accurately count, record and balance monies received.
Work independently in the absence of supervision.
Understand and follow oral and written instructions.
Communicate clearly and concisely, both orally and in writing.
Responsibly handle money and sensitive and confidential financial information.
Establish and maintain effective working relationships with those contacted in the course of work.
Maintain physical condition appropriate to the performance of assigned duties and responsibilities which may include the following:
-walking, standing or sitting for extended periods of time
-assisting customer at a counter
-operatingassigned equipment
Maintain effective audio-visual discrimination and perception needed for:
-making observations
-reading and writing
-operating assigned equipment
-communicating with others
Maintain mental capacity which permits:
-making sound decisions and using good judgment
-answering questions
-dealing with sensitive customer situations
-handling confidential matters
-demonstrating intellectual capabilities
LANGUAGE SKILLS
Must possess the ability to read and understand common financial reports, statement, invoices, and business correspondence. Ability to respond to common inquires or complaints from customers, vendors, or members of the business community in a prompt, professional, and cordial manner.
MATHEMATICAL SKILLS
Knowledge of general accounting principles. Knowledge of standard accounts payable policies and procedures. Ability to understand and interpret vendor invoices, statements and other requests for payment. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations is required.
EXPERIENCE AND TRAINING GUIDELINES
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience: Five or more years of clerical experience, preferably handling utility billing or accounting matters.
Training: Equivalent to the completion of high school. Additional specialized training in finance, accounting or a related field is desirable.
SUPERVISION
Supervised by City Secretary. Exercises no supervision.