Description

SUMMARY: The Utilities & Billing Clerk serves as the primary point of contact for utility billing and customer service for water, sewer, solid waste, and compost services, and is responsible for billing, account maintenance, payments, and accurate meter and account data. Manages delinquent accounts through aging reports and collections processes, including coordination of shut-offs and restorations, while supporting cash handling, reconciliation, and reporting functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following.
Incumbent is accountable for all duties of this job and other projects and responsibilities may be added at the City’s discretion. Employees must be able to perform the essential duties of this job with or without reasonable accommodation.

1. Utility Billing & Account Management

· Processes monthly utility bills for water, sewer, trash, compost, and related services, including review and entry of meter readings. 

· Maintains customer accounts by creating new accounts, updating account information, processing transfers, and completing account closures with final reads, billing adjustments, and refunds. 

· Processes title company ownership transfers for final billing. 

· Coordinates with Public Works for meter data, inspections, service verifications, and utility turn-ons and shut-offs. 

· Coordinates with contract service providers and other utility districts to verify billing data and complete annual account updates. 

· Processes deposits, adjustments, and refunds in accordance with City policy. 

2. Payment Processing & Cash Handling

· Receives and processes customer payments via cash, check, and electronic methods. 

· Posts payments to customer accounts and processes refunds. 

· Balances daily cash drawer and prepares deposits and reconciliation documentation. 

· Ensures compliance with City financial procedures and internal controls. 

3. Customer Service & Communication

· Serves as primary contact for utility billing inquiries, account changes, and payment arrangements. 

· Responds to and resolves billing questions and discrepancies by researching account activity and explaining billing procedures and policies. 

· Provides professional customer service in person, by phone, and electronically. 

· Communicates utility service requirements, processes, and deadlines to customers and applicants. 

· Notifies customers of delinquent accounts and provides advance shut-off notices. 

4. Delinquent Accounts & Collections

· Monitors aging reports and delinquent accounts. 

· Issues delinquency notices and tracks account status. 

· Coordinates payment arrangements and monitors compliance. 

· Coordinates with Public Works on service shut-offs and restorations. 

· Maintains delinquency and collections records and documentation. 

5. Reporting & Recordkeeping

· Prepares billing, payment, and delinquency reports. 

· Supports reconciliation and audit processes through accurate documentation. 

· Assists with mailings, correspondence, and report preparation. 

· Maintains organized records, files, and account documentation in compliance with retention requirements. 

6. Administrative & Cross-Functional Support

· Provides backup support for general office functions, including phones and front counter service. 

· Performs data entry, filing, and record retention. 

· Assists with special projects and other duties as assigned.

Requirements

QUALIFICATION REQUIREMENTS: Must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required.

1) Must have legal authorization to work in the United States of America.

2) Possess a valid driver’s license with the ability to safely operate a motor vehicle, provide proof of a safe driving record, and maintain a safe driving record.

3) Submit and pass a pre-employment background check.

The City of Edgewater maintains a drug-free work environment. No employee shall report for duty impaired by or under the influence of alcohol or drugs to the slightest degree. Any employee who reports to work impaired by, under the influence of, or in possession of drugs or alcohol shall be relieved of their duties immediately and without pay. Employees are expected to use prescription or legal over-the-counter drugs in the proper manner and dosage and are expected to know whether even the proper use of such drugs may impair their ability to perform their job safely and competently.

EDUCATION AND/OR EXPERIENCE

High school diploma or general education diploma (GED) with minimum of 2 years related accounting or business experience.

Prior experience in municipal utilities and billing and/or public works permitting is preferred.   

CERTIFICATES, LICENSES, REGISTRATION

None required. Municipal utility billing experience, bookkeeping training, or bilingual Spanish proficiency is preferred.

REQUIRED SKILLS/ABILITIES:

· Strong organizational skills with high attention to accuracy and detail.

· Ability to complete tasks independently with limited supervision.

· Exceptional interpersonal and customer service skills. Ability to establish and maintain effective working relationships with customers, citizens, elected officials, appointed board members, employees, and volunteers.

· Excellent verbal and written English language skills and grammar to communicate information with the public and/or complete relevant written documentation required by job activities. Ability to effectively present information in one-on-one and small group situations to customers, clients, and others.

· Must be able to perform multi-task operations with frequent interruptions.

· Perform a variety of duties requiring use of independent judgment and technical knowledge. 

· Proficient in Microsoft Office Suite and ability to learn organization accounting and permitting software systems.

· Knowledge of the operations of office machines including computer, telephone, fax machine, scanner, and photocopier.

LANGUAGE SKILLS: Ability to read, analyze and interpret information on utilities and right of way permit applications. Ability to communicate effectively, both verbally and in writing. Emphasis on ability to work with people in difficult situations, including conflict resolution.

REASONING ABILITY: The ability to define problems, collect and analyze data, establish facts, and draw valid conclusions, including the application of principles of logical thinking to a wide range of intellectual and practical problems, and effectively communicate both verbally and in writing.

OTHER SKILLS and ABILITIES:

· A high degree of ethics and integrity.

· Demonstrate knowledge and understanding of the various departments and functions within the City of Edgewater.

· Establish and maintain effective working relationships with citizens, elected officials, appointing authorities, other department heads, appointed boards, employees, as well as other agencies and departments.

ENVIRONMENTAL AND PHYSICAL CONDITIONS: The physical demands described here are representative of those that an employee must meet to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

· Most duties are performed in an office environment with prolonged periods sitting at a desk and working at a computer. The employee may make occasional trips to external locations, experiencing exposure to weather elements, temperatures, construction site hazards, and automobile travel.

· Maintain effective audio-visual perception needed for making observations, reading, and writing, and communicating with others.

· Ability to lift and carry items up to 15 pounds, on an occasional basis.

· Ability to participate in and respond to routine conversation in person or via telephone, and distinguish telephone, printers, computers, and other auditory tones.