Utilities Information Specialist

Job Posting Information

SUMMARY/PURPOSE
Under general direction and using independent judgment, the Utilities Information Specialist will establish and perform utility office support services, to include preparation of complex documents and reports, advise, assist, and train staff who perform office support service, and provide service to the public on complex or specialized utility related matters.

Essential Duties & Responsibilities (other duties may be assigned)

1. Collect, analyze, consolidate, and summarize utility data from different sources.
2. Prepare, check, record, and analyze complex utility data, forms, reports, notices, bills, invoices, statements, registrations, permits, utility service applications, legal descriptions, and other documents.
3. Collect, analyze, consolidate, and summarize information, data, and materials for typing.
4. Compose utility related letters, assessments, work orders, minutes, requisitions, schedules, contracts, orders, service appointments, agendas, and other documents.
5. Write complex letters, memos, correspondence, and other materials from statutory procedures, standard practice, rough drafts, and oral/written instructions.
6. Independently respond to routine utility related correspondence and process papers and documents for which standard forms and procedures are available.
7. Review, check, process, and distribute typed reports.
8. Calculate utility related charges, secure payments, issue receipts, balance accounts, and deposit money from charges, fees, bills, and deposits.
9. Calculate, balance, reconcile, and post utility billing and payment data to financial records and utility customer accounts.
10. Obtain, record, distribute, and route mail and correspondence.
11. Establish and maintain filing systems including confidential utility account applications, billing and payment information, and utility related systems where discretion and decision-making are involved.
12. Requisition, store, distribute, and inventory office supplies and equipment.
13. Schedule, arrange, prepare, and provide clerical support for meetings and events.
14. Maintain calendars, datebooks, and schedules.
15. Assist in the establishment and modification of office procedures as required.
16. Verify confidential utility and utility customer data for entry including checking source documents for accuracy and completeness.
17. Perform entry, retrieval, and compilation of data from source documents using data entry, personal computer, and retrieval of data from current databases using established procedures.
18. Operate and maintain office and meter reading equipment, to include, copiers, computers, calculators, scanners, handheld meter readers, printers, and other office equipment as needed.
19. Establish and maintain computer files and databases using available utility software.
20. Train assigned personnel.
21. Provide utility customer service support using the telephone, email, direct customer contact, and other written, verbal, or electronic communication.
22. Manage customer phone calls to fully understand the problem/concern and use independent judgment to determine the proper course of action.
23. Provide information, respond to questions, and interpret regulations, policies, statutes, and procedures related to utility services.
24. Acknowledge utility customer complaints and problems and resolve them, dispatching the appropriate crew, or refer them to appropriate party.
25. Secure, review, approve, deny, and issue forms, applications for utility service, permits, contracts, and certificates.
26. Review records and collect information concerning delinquent accounts to determine utility security deposits and collection past due bills.
27. Manage department procedures in response to water and natural gas utility related emergencies and complete required data collection and retention records.
28. Detect and analyze indicated metering abnormalities in relation to past consumption patterns, seasonal variations, and other pertinent factors, and to draw reasonable conclusions.

Minimum Qualifications

Education & Experience Requirements
A. An associate degree or equivalent in a related field, plus three (3) years of progressively responsible secretarial and administrative work; OR five (5) years of related professional experience.
B. At least one (1) year of billing experience preferred.

License/Certification Requirements
A. Ability to obtain operator qualifications within six (6) months of hire and maintain certifications thereafter.

Selection Process Information

Education/Experience Review (100% of scoring process; 70 pass point): Applicants meeting the minimum qualifications will be rated based on the type (relatedness) and extent of their education and experience as documented on their application and/or supplemental questionnaire. Applicants who pass this exam will have their names placed on an eligible list for this classification.

Non-Discrimination
The City of Duluth is an equal opportunity and veteran-friendly employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, national origin, sex, marital status, familial status, age, sexual orientation, status with regard to public assistance, disability, genetic information, veteran status or activity in a local Human Rights Commission or any other characteristic protected by law.

Alternative Exam Process (does not apply to Charter Appointment, provisional, temporary, or part-time non-union selections)
For individuals who qualify under the Americans with Disabilities Act (ADA), alternative examination processes are available on an individual basis upon prior arrangement. Contact Human Resources at 218-730-5210, as soon as possible prior to the scheduled date of the exam. TDD services are available through 218-730-5630.

Work Eligibility
In accordance with the Immigration Reform and Control Act of 1986, the City of Duluth requires verification of identity and work eligibility at the point of hire.

Right to Appeal (does not apply to Charter Appointment, provisional, temporary, or part-time non-union selections)
Any applicant who has been found qualified to participate in a selection process for a position in the classified service who has reason to contest the validity or fairness of any step in the selection process may appeal to the Civil Service Board within 10 calendar days of the examination. (If the examination is an Education/Experience Review, the applicant must appeal within 10 calendar days of the closing date for accepting applications.) The notice of appeal shall be in writing, shall contain a complete statement of the matter in controversy and the relief requested, and shall be signed and dated by the appellant. The notice shall be addressed to the Civil Service Board and be delivered to the Human Resources Office. If an applicant wishes to file an appeal electronically, the notice should be sent by email to hrinformation@duluthmn.gov.

VETERAN'S PREFERENCE
Does not apply to Charter Appointment, provisional, seasonal, temporary, or part-time non-union selections

OPEN SELECTIONS
If claiming veteran's preference, please attach to your application (via file upload) a copy of all documents required for the option that applies to you:

Veteran
1.) "Member Copy 4" DD214 or DD215 indicating an honorable discharge.

Disabled Veteran
1.) "Member Copy 4" DD214 or DD215 indicating an honorable discharge;
2.) FL-802, FL 21-802, or letter of disability or equivalent from USDVA Board's written decision of a compensation rating of 10% or greater, dated within 12 months.

Spouse of Disabled Veteran
1.) Copy of Marriage Certificate;
2.) "Member Copy 4" DD214 or DD215 indicating an honorable discharge;
3.) FL-802, FL 21-802, or letter of disability or equivalent from USDVA Board's written decision of a compensation rating of 10% or greater, dated within 12 months. (Eligible only if the veteran is unable to qualify for the specific position being applied for as a result of the service-connected disability.)

Spouse of Deceased Veteran
1.) Copy of Marriage Certificate;
2.) Death Certificate or other proof of death;
3.) "Member Copy 4" DD214 or DD215 indicating an honorable discharge. If Disabled Veteran, also include
4.) FL-802, FL 21-802, or letter of disability or equivalent from USDVA Board's written decision of a compensation rating of 10% or greater, dated within 12 months. (Eligible only if applicant has not remarried and the veteran died during active duty or as a result of an injury received from active duty.)

Preference points will be added to Veteran, Spouse of Disabled or Deceased Veteran, or Disabled Veteran's score only if the applicant successfully completes all phases of the exam process and Human Resources has received all supporting documentation.

PROMOTIONAL OR INTERNAL SELECTIONS
If claiming veteran's preference, please attach to your application (via file upload) a copy of the documents listed below:

Disabled Veteran
1.) "Member Copy 4" DD214 or DD215 indicating an honorable discharge;
2.) FL-802, FL 21-802, or letter of disability or equivalent from USDVA Board's written decision of a compensation rating of 50% or greater, dated within 12 months.

Preference points will be awarded to Disabled Veteran's score one time, on first promotional or internal only selection process after securing City employment, and only if the applicant successfully completes all phases of the exam process and Human Resources has received all supporting documentation.

Please refer to Minnesota Statute 197.455 for additional information about Veteran's Preference.

Eligible City of Duluth employees earn a competitive salary and benefits package, including:

• Vacation, Sick and Personal Leave
• Paid Holidays
• Medical Plan
• Dental Plan
• Life Insurance
• Flexible Spending Accounts
• Retirement Benefits
• Deferred Compensation
• Training and Advancement Opportunities
• Employee Wellness Program
• Employee Assistance Program