Utility Clerk

JOB SUMMARY

The Utility Clerk is a highly responsible position with complex and detailed accounts receivable, billing, clerical, and administrative duties. This position is responsible for providing excellent customer service to internal and external customers while performing utility billing functions and providing support to department operations. This position involves considerable contact with the public, city officials, and city staff; therefore, requiring professionalism and effective communication skills.

EXPERIENCE, EDUCATION, CERTIFICATES, AND/OR LICENSES

• A minimum of two (2) years of experience in utility billing or a municipal government setting, or an equivalent combination of education, training, and experience can be substituted.

• Experience with cash management and cashier operations is desired.

• High school diploma or GED required.

• Valid Texas Driver License with a satisfactory driving record required.

• Notary Public commission required or must obtain within six (6) months of employment.

• Texas Open Meetings Act Training and Texas Public Information Act Training required; must obtain within ninety (90) days of employment.

The statements contained in this job description reflect general details as necessary to describe the principal functions of this position, the level of knowledge and skill typically required, and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. City management has exclusive rights to alter this job description at any time and require individuals to perform other duties as assigned, including but not limited to: work in other functional areas to cover absences or relief, equalize peak work periods, or to otherwise balance the workload.

The City of Garden Ridge is an Equal Opportunity Employer and encourages applications from eligible and qualified persons regardless of race, color, sex, religion, national origin, age, genetic information, disability, veteran status, or any other legally protected status. The City of Garden Ridge provides reasonable accommodations to applicants with disabilities on a case-by-case basis. If you need a reasonable accommodation for any part of the application or hiring process, please contact the Human Resource Office at (210) 651-6632.

ESSENTIAL FUNCTIONS

Essential functions, as defined under the Americans with Disabilities Act, may include but are not limited to any of the following representative duties, knowledge, skills, abilities, and physical or mental demands. Factors such as regular attendance at the job are not routinely listed in job descriptions but are an essential function.

Duties

• Perform all functions related to utility billing and utility accounts in an accurate timely manner and in accordance with city ordinances and internal policies/procedures.

• Maintain a file for each service address in service area with required customer information, current billing information, any leak adjustment history, rebate history, meter history, and any other pertinent or necessary information.

• Maintain and prepare meter reading equipment and software for monthly readings; determine and adjust meter reading dates due to scheduled holidays, weekends, or unforeseen situations; clear such adjustments with Public Works Director and Supervisor.

• Bill monthly for water/wastewater usage and garbage collection services; fold and stuff all utility bills and other inserts; collect payments received at utility window and accurately post payments to customer accounts; submit automatic bill payment withdrawals (ACH) monthly to city depository for processing; monitor and send delinquent statements to customers when applicable; process new utility customers for services.

• Prepare accurate daily, weekly, and end of month closeout of cash collection system, in addition to preparing accurate bank deposits.

• Receive, prepare, and/or distribute work order requests to Public Works Department in a timely manner. Examples of such work orders may include but are not limited to: initiate or terminate water service, check water leaks, repair water infrastructure, maintenance of city facilities, street repairs, and necessary maintenance of city infrastructure.

• Perform general clerical duties such as typing, filing, data entry/retrieval, daily opening and closing procedures, direct calls and visitors as appropriate, answer questions and provide information to the public, receive and respond to citizen concerns and/or refer to appropriate department staff member for resolution; issue and track licenses, permits, registrations, and park rental contracts; draft various types of correspondence in accordance with city ordinances and policies.

• Assist with maintaining postage machine and meter with current postage rate, funds for postage, and supplies; post and prepare documents for mailing.

• Assist with Records Retention for records pertaining to utilities and city operations.

• Assist in filing correspondence and documentation as well as maintaining inventory, office supplies, city calendar, and Community and Event Center rentals and contracts.

• Attend monthly Water Commission meetings and prepare agendas, agenda packets, and minutes for Commission meetings in accordance with Texas Open Meetings Act as well as city ordinances and policies.

• Learn Municipal Court system, assist with monthly Municipal Court, and serve as a back-up Court Clerk.

• Organize and prioritize multiple assignments to meet deadlines, plan, schedule, and work independently in the absence of specific instructions and direct supervision.

• Provide clerical support to other city departments and elected or appointed city officials as needed and as directed.

• Assist with various City events/functions and perform other duties/projects as assigned.

Knowledge, Skills, and Abilities

• Knowledge and proficiency in operating computers and related technology with various operating systems, software, and applications; ability to operate standard office equipment including but not limited to: phone systems, copy/scan/fax machines, shredding machines, postage machines, projectors, and calculators.

• Knowledge related to the functions and administration of local government in addition to knowledge of city water system, city streets, and drainage infrastructure.

• Ability to accurately and timely perform arithmetic computations; research various ordinances and statutes; read, analyze, and interpret reports and documents; accurately record, document, and process complex information in a timely manner; and maintain accurate, legible, and concise records of official city business.

• Possess strong organizational skills and ability to manage time efficiently and effectively to organize, plan, prioritize, and carry out tasks and assignments with minimal supervision.

• Possess strong interpersonal skills and ability to establish successful working relationships while working with a wide variety of individuals in a professional and courteous demeanor.

• Ability to provide services, accurate information, or assistance in a courteous and timely manner; possess excellent technical writing and grammar skills to communicate, respond, and articulate information professionally and effectively.

• Ability to meet strict deadlines while maintaining a high degree of accuracy in a fast-paced environment; define problems, collect data, establish facts, and draw valid conclusions; identify what information is needed for effective action; and exercise reasonable and sound judgment.

• Ability to keep sensitive and/or confidential information secure from disclosure and maintain a high level of integrity with exceptional ethical standards.

Physical Demands and Work Environment

Physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job, with or without reasonable accommodations. Work is performed in a fast paced, well lite, high noise level office environment that requires the employee to work under time pressures, distractions, and other disturbances. Furthermore, while performing the duties of this position, the employee is occasionally required to encounter unpleasant social situations such as irate or visually upset individuals.

While performing the duties of this position, the employee is continuously required to:

• Perform repetitive activities and remain in a stationary position for extended periods of time answering phones, performing computer work, filing, copying, and other administrative work.

• Operate a computer and other office productivity equipment.

• Move about inside the office to assist customers, access file cabinets, and operate office equipment. 

• Work evenings after regular business hours on an average of two (2) times per month.

• Lift, carry, push, or pull up to twenty-five (25) pounds.

While performing the duties of this position, the employee is occasionally required to:

• Travel overnight for up to three (3) days at a time (training, seminars, and educational purposes).

• Work an occasional non-regular workday (weekend or holiday) as necessary.

• Work as needed to assist with any needs of the city when emergency management procedures are activated.

BENEFITS

Pay Range: $45,000 - $50,000 annually based on qualifications and experience.

Paid Time Off: PTO accrual begins immediately at 4.50 hours per pay period. Eligible for use after release of probationary period.

Holidays: 14 City Holidays 1 Floating Holiday per year.

Longevity: $120 annually for each full year of employment.

Retirement: Texas Municipal Retirement System (Employee Contribution: 5%)(City Contribution: 2 to 1).

Insurance: Employee Medical, Dental, and Vision Insurance paid by City. Short-Term and Long-Term Disability/Life and AD&D Insurance paid by City.