Office Assistant- Utility Billing Clerk

City of Mahnomen

Office Assistant/Utility Billing Clerk/Receptionist

Job Description

Position Title: Office Assistant/Utility Billing Clerk/Receptionist

Department: Administration

REPORTS TO: City Administrator & Assistant City Administrator

DATE: MARCH 2025

FLSA STATUS: Non-Exempt Hourly Wage

PAY: $20.29- $26.38/hour

EMPLOYMENT STATUS: Full-Time

BENEFITS: FULL

Primary Objective of Position

The duties of the Utility Billing Clerk/Office Assistant involve assisting the Assistant Administrator as assigned, keeping accurate records of utility billings, customer service and providing public information support. The Utility Billing Clerk/Office Assistant is also responsible for providing support to the City Administrator and other boards and commissions within the City. This is a receptionist postion.

This position is primarily in an office environment and the office hours of this position are typically from 8-4:30, however there may be an occasional evening meeting for which attendance may be required.

Essential Functions of the Position

Duties shall include, but not be limited to, the following areas:

Reception and Customer Service

· Provides customer service effectively and efficiently to the citizens of the City of Mahnomen and other constituents.

· Receives requests, complaints and information from the public and process as needed.

· Answers phones and provides information and assistance to the public on request. Assists them by answering questions, researching records, directing them to the appropriate person or recording and transmitting messages to City staff or officials.

Utility Billing

· Responsible for utility billing, including processing of bills, preparation of prebilling estimates, printing and mailing all utility bills and running and distributing post-billing reports on utility billing system.

· Posts penalties on utility billing system, calculates, prints and prepares shut off notices.

· Prepares billings for final customers.

· Creates new utility accounts and sets up billing records in computer and in files, handles complaints, and answers customer questions on utility billing.

· Updates meter reads, prepares daily list for meter reader, prepares work orders for Utility Technician and dispatches technicians to utility calls.

· Receives payments, balances cash drawers and customer payments, and writes receipts for various departments.

· Prepare assessment roles of delinquent utility and garbage charges, track charges, and record payments against customer accounts.

Accounting Duties

· Provide general support and backup to the Assistant City Administrator in accounts payables and receivables, bank deposits and other duties as assigned.

Administrative Duties

· Composes correspondence, reports, memos, letters, minutes, meeting agendas and minutes, notices, resolutions and ordinances on behalf of the City Council, EDA, and City.

· Arranges and publishes notices of meetings and ordinances as required by law. Provides certified copies of proceedings and records of the City upon request.

· Works with staff to coordinate and process land use and other permit applications.

· Prepares a variety of reports and files with appropriate state, federal and county offices.

· Responsible for Utility Billing, collections and related reports.

· Issues dog licenses.

· Updates the City website and other social media platforms.

· Coordinating Elections.

· Assist in the preparation of the city-wide newsletter and the marketing of the city’s enterprise operations.

· Serve as the liaison and/or provide secretarial support to the EDA, Safety Committee, Buildings and Grounds Committee, and other committees and boards as assigned.

· Provides clerical support for all City departments as assigned.

· Provides other duties as assigned.

Other Duties

• Handles difficult public contact situations.
• Maintains effective working relationships with other employees and the public.
• Adheres to safety rules and procedures, work rules, and city policies.
• Performs other duties and responsibilities as apparent or assigned.

Examples of Performance Criteria

· Have strong customer service skills and the ability to communicate effectively both orally and in writing with City staff, elected officials, and the public.

· Ability to maintain accurate and complete records and files.

· Ability to prioritize work, research and solve problems.

· Ability to clearly read, write and understand English.

· Ability to represent the City in a professional, courteous and efficient manner.

· Skill in operating office equipment including computers.

· Ability to account for, without errors, and handle money.

· Ability to compose correspondence, minutes, reports and other written materials.

· Ability to prioritize City needs and to coordinate operations and services.

· Ability to handle public contact with friendliness, responsiveness and tact.

· Must be detail oriented, adaptable, flexible and a quick learner.

· Knowledge of City Code, ordinances, resolutions and policies.

· Knowledge of laws, rules and regulations affecting City government

Minimum Qualifications

· High school diploma or equivalent

· Two years of employment in general office environment working with the public or an AA in accounting, administrative assistant, or equivalent business, office, or customer service degree.

· Must be able to be bondable.

Desirable Qualifications

· Two years of continuous experience in a customer service, billing, and/or office setting role; preferably in municipal, county, or tribal government.

· Possessing strong English skills, including but not limited to, proofing and editing documents.

· Demonstrating strong customer service skills and the ability to communicate effectively both orally and in writing.

Supervision of Others

None

Job Type: Full-time

Pay: $20.29 - $26.38 per hour

Benefits:

• Health insurance
• Health savings account
• Paid time off
• Retirement plan

Schedule:

• 8 hour shift
• Day shift

Work Location: In person

Salary : $20 - $26