Accounting Specialist/Utility Customer Service

Class Specifications

The principal function of an employee in this class is to provide effective customer service, process accounts receivable, answer phones, process invoices and bills and prepare semi-monthly payments, perform general clerical and accounting support duties and records maintenance. An Accounting Specialist must possess accounting, clerical, and customer service skills; he/she acquires knowledge of department functions through on-the-job experience and becomes a department-related specialist with a good working knowledge of department policies and procedures. The work is performed under the supervision of the Utility Billing Supervisor and Accounting Supervisor, although some latitude is granted for independent judgment using standard practices to resolve customer issues or correct procedures. The principal duties of this class are performed in a general office environment.

Examples of Work Duties

Essential Utility Duties and Responsibilities:

• Answers incoming phone calls and greets walk-in customers, provides general information to the public, answers questions and inquiries, provides specific information about accounts, and provides referrals to other departments or staff as needed;
• Assists customers with department procedures and explains department procedures/policies/programs to customers and resolves customer concerns;
• Processes and receives payments, balances cash, reviews billings, records account information, and tracks changes;
• Researches account status for payment history; researches special issues and makes appropriate recommendations;
• Prepares, distributes and maintains a variety of documents, correspondence, log sheets, applications, and related documents;
• Maintains files, logs and other records;
• Provides data entry services, typing and filing in support of department functions;
• Records and balances daily and weekly revenue figures from other City departments and prepares City daily bank deposit;
• Processes and receives payments, misc. receivable, balances daily cash, reviews billings, records account information, and tracks changes.
• Performs all work duties and activities in accordance with City policies, procedures and safety practices.

• Processes invoices and bills generated by City departments and prepares monthly payments;
• Reconciles vendor statements;
• Processes and maintains computerized account balances and related information;
• Verifies billing information, services, and other information with vendors;
• Verifies correct coding of invoices by departments and reviews all invoices for inappropriate expenditures;
• Verifies appropriate approval of invoices and that all invoices and Purchase Orders are processed according to the Purchasing Policy;
• Enters project coding for City projects;
• Coordinates with the Purchasing Agent to ensure proper documentation is sent for purchases and fixed assets;
• Provides general clerical and accounting assistance;
• Assists customers and vendors with department procedures and explains department procedures/policies/programs to customers and resolves customer concerns;
• Prepares, distributes and maintains a variety of documents, correspondence, log sheets, applications, and related documents;
• Maintains building permit bond log, sales tax revenue log, and prepares monthly sales tax and annual 1099 reports;
• Maintains files, logs and other records;
• Completes special research assignments;
• Provides data entry services, faxing, typing, and filing in support of department functions;
• Maintains City Costco cards for check out by employees.

• Performs other related duties as required.

Knowledge, Skills and Abilities

Knowledge of:

• Operation of standard office equipment, including a personal computer and job- related software applications;
• Customer service procedures and techniques;
• English grammar and punctuation;
• Current office practices and procedures;
• Accounting, bookkeeping, and cash handling record keeping practices and procedures;
• Account collection procedures.

• Follow written and oral instructions;
• Learn department functions thoroughly to provide general information and explain detailed department processes and procedures;
• Learn and explain regulatory compliance issues related to the assigned department’s function;
• Maintain records efficiently and accurately and to prepare clear and concise reports;
• Research information and data and prepare reports;
• Multi-task with numerous and frequent interruptions;
• Perform duties accurately and efficiently under time sensitive deadlines;
• Respond courteously to customer and vendor inquiries, which are sometimes controversial or adversarial;
• Work well under pressure;
• Operate standard office equipment and a personal computer including program applications appropriate to assigned duties;
• Maintain effective working relationships with other City employees, supervisory personnel, local elected officials, vendors, and the public;
• Communicate effectively both orally and in writing.

Acceptable Experience and Training

• High school diploma or GED equivalency; preferably supplemented with course work in accounting, math or other business applications;
• Two (2) years accounting, billing, or clerical experience, preferably in a municipal office position; or
• Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.