Accounting Specialist I -Billing & Collection Customer Service Representative

PURPOSE OF POSITION:

Performs a limited variety of accounting, receptionist, and general required in office support duties, such as, but not limited to, customer service for Billing and Collection division, City informational resource, sorting mail, cash receipting, vouchers, timesheets, City forms and permits, accounts receivable for water, sewer, and storm water. Duties are somewhat independently guided by and performed in accordance with established procedures and specific instructions.

This description covers the most significant essential and auxiliary duties performed, but does not include other occasional work which may be similar, related to, or logical assignment to the position.

The job description does not constitute an employee agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

ESSENTIAL JOB FUNCTIONS:

The position provides primary customer related services to the City's utility customers for water, sewer, and storm water. Services include receiving customer payments via mail, in person, or over the internet, and will also include researching and responding to customer questions and complaints.

This position will be asked to perform the following duties:

Greet customers/visitors in person or over the phone.

Input data into an automated financial system.

Set up new customers:

• Enter work orders for setup, maintenance, and termination of customer accounts.

• Process and compare cash receipts and reporting.

• Calculate various customer payments.

• Determine outstanding balances.

Calculate payoff figures for customer balances and lien checks.

Operate a cash drawer, collect, balance and account for all funds on a daily basis.

Prepare and enter customer account information, orders, routine spreadsheets, and other documents.

Identify and correct any errors and/or discrepancies.

Maintain other routine accounting functions and general office duties such as:

• Filing

• Grouping/sorting documents for processing in alphabetical and/or numerical order

• Compiling information and preparing routine, recurring summaries, and reports on account status

Respond to a variety of department and customer requests for information relative to assigned function.

Provide information or services as authorized or refers to appropriate individual for direction.

Provide adequate back up of other Billing and Collection division positions as required due to normal absences.

May be required to drive a City vehicle to attend trainings, meetings, etc.

Issue customer notifications via mail, phone, in person or email.

Compare accounting records to various manual and computer reports to verify coding and balances.

Prepare routine spreadsheets from identified source data.

Sort and deliver incoming mail, prepare outgoing mail as instructed.

Perform other related work as required or assigned.

JOB QUALIFICATION REQUIREMENTS:

Mandatory Requirements:

An Associate's Degree in Business Administration or Accounting; minimum of two (2) years verifiable work experience involving accounting or bookkeeping and more responsible service to the public; or any equivalent combination of verifiable work experience, education and training which demonstrates the ability to perform the above-described duties.

Minimum of twelve (12) months verifiable work experience in a similar customer service position that worked with the general public.

This position will require the employee to primarily work out of the City office.

Special Requirements/Licenses:

This position may be required to drive a City vehicle. Possession of; or required to obtain within thirty (30) days from date of hire, a valid Oregon driver's license.

Must have a safe driving record.

Desirable Requirements:

For desirable requirements to be considered, one must have met the minimum requirements noted above:

• Bachelor's Degree in Business/Finance

• Two (2) years verifiable work experience in a municipal government setting (City/County)

• Two (2) years verifiable work experience in a utility billing entity or very similar environment

• Current Oregon Notary Public

Necessary Knowledge, Skills, and Abilities:

Knowledge of:

• Customer service procedures.

• Standard office and clerical procedures.

• Personal computer operation in office applications.

• Basic accounting and bookkeeping practices.

Ability to:

• Establish and maintain an effective working relationship with other employees, supervisors, and the public.

• Meet and deal with the customers in a professional and courteous manner (at times in unpleasant situations).

• Work independently and complete multiple tasks accurately and in a timely manner.

• Communicate effectively both orally and in writing.

• Accurately enter data into a computer while conversing with customers

• Perform basic arithmetic computations accurately and rapidly.

SUPERVISION RECEIVED: 

Work is performed under the general direction of the Billing and Collection Manager who holds the employee accountable for achieving goals and objectives, with additional direct feedback coming from the Procurement and Payables Manager regarding accounts payable functions.

SUPERVISORY RESPONSIBILITIES:

This position is not a supervisory position.

PHYSICAL DEMANDS:

The physical demands represent those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to handle, or operate objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to ten (10) pounds and may occasionally lift and/or move up to twenty-five (25) pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

TOOLS AND EQUIPMENT USED:

Computer, including word processing, automated financial system, Internet, and spreadsheet programs; calculator, telephone, copy machine, fax machine and postage machine.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. While performing the duties of this job, the employee works in an office environment; the employee rarely works in outside weather conditions. The noise level in the work environment is usually quiet with frequent interactions with the public at the counter which may reach moderate noise levels.

This description covers the most significant essential and auxiliary duties performed but does not include other occasional work which may be similar, related to, or logical assignment to the position.

The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change.