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HomeMy WebLinkAbout04-30-07 Item 4L, Utility Billing Job Description ~ ~HILLS Request for Council Action Prepared By: Dept.: Council Mtg. Date: Final Action Needed By: Sue Iver~,on/Schawn JOhnSOn_~ _ __~J!1,~,~.~~!'~~_~j!!t~!_~~!_i_~_~._m."m.'..'..,.".".,._,._"__5 ___________ IIpril3Q,2QQ!", April 30, 2007 Agenda Item: 4L Budgeted Amount: . Actual Amount: Funding Source: "'.""']10;000 $6,000 . tCAAPFuiid ..---- ~Billi!t,~nj~_~t!~jj0Reit11iestRli?~~~[011lr55gfjjfjilll__.'___mmm.'...."...."...."...._.._....._______________m_n.._'_......mm.'...."............_________________________________..___.._...........__m......"......._..____n_______________n'n__'_.._m....'."......._.....___._____________________,.,___...'_m......".',............._.___n_______n________'__m ! Motion to approve changing the job description for the Utility Billing position from Utility Billing Clerk to Accounting Clerk and changing the! ] position from three-quarter time position to full-time position. . ~~~ffil~~epJrtUmenClalfol!1!~1~8P:~yJli_iili.35hsb~j 'n _ _ _ _ _ _ _ m _ _n _ _ _" _ """" _ _ m _ _ _ _ _ _ _ _ ,,_ _ _" " , , '" , '" _ _n" _ _ _ n __________"",,,,,,,,, ,_ _ _ _ _____________ ["Staf(recommends"changlng the UtTiity Siifing -positlo'n'to'an"Accountil1g "C"ierk"posltion -and maldn'g'the position""fuff~t"i-rn"e:- t'- X Memo/Letter: Memo dated April 25, 2007 No.: No.: Ill:! Recommendation: I;;Y Recommendation: X Other: New Job description for Accounting Clerk and old Utility Billing Clerk job description 'ETrnan~Tal~1D'Rir~lTonslu!WAI~i${I~~IDill2&~hl ....._mm_.._ _m.___ __mm..__. _.....m._._ __..._.. ____.m_~_ . The TCAAP budget included 8 hours per week of support time, this change will allow office support staff time to support this function and also allow the finance department to reorganize responsibilities and procedures. qidmrii'iSf~T?lrISm~omnte:atgm[immmRiliilil r Sincethe current UtiliiY"i3i1llng c!:knis'"'ret"i'ri'il't1";"'now'is-the"o'pti'm'iiftime--toniooi(''afre'organiz'irl'g,nihe'''offi'ce'-su,Jp'jirf''iiictivHies-:'''" ~ ---t\~HILLS MEMORANDUM DATE: April 25, 2007 4L TO: Honorable Mayor and City Council Michelle Wolfe, City Administrator Sue Iverson, Finance Director ~V ~ Schawn Johnson, Assistant City Administrator ~ FROM: SUBJECT: Revised Job Description for Utility Billing Clerk Request to Change Position from Part-Time to Full-Time Status Background/Discussion: Sandy Byl is retiring on June 7'h of this year. In an effort to reorganize the finance department and support staff functions, staff has explored various options. The finance department is in need of reorganizing duties and procedures. Since Sandy is retiring, it would be the optimal time to reorganize and make this position full-time. Office support staff has been busy doing a number of finance related activities, which could be brought back to the finance department and still be controlled with segregation of duties working with the auditors. Eight (8) hours of clerical support per week has been budgeted in the TCAAP budget for 2007. By removing some finance functions currently being done by the office support staff, this frees up office support staff to work on TCAAP related items. Future funding for TCAAP support is covered by the PDA and/or would need to be budgeted in the future. The current job description is classified as "Utility Billing Clerk". Staff proposes to add some minor additions for the position to be responsible for other finance department duties and to assist the Accounting Analyst with some duties while remaining in the same pay status. The office support positions currently doing fmance related tasks are in the same pay status as the Utility Billing Clerk. Staff also proposed to change the job title to "Accounting Clerk". Staff also recognizes that there may be internal interest in the position of Accounting Clerk, so an internal posting will be done to explore such interest and qualifications. Staff Recommendation: Staff recommends a motion to approve changing the job description for the Utility Billing position from Utility Billing Clerk to Accounting Clerk and changing the position from three-quarter time to full-time. ~ ~HILLS City of Arden Hills Job Description CITY OF ARDEN HILLS POSITION DESCRIPTION Position Title: Department: Accountable to: Positions Supervised: Status: lBiilllllllll " .a" . '. Finance Department Finance Director None SUMMARY Clerical level position in the Finance area with a prima customer database. ESSENTIAL FUNCTIONS OF THE POSITION Updates utility database for new accounts, service changes, adjustments, and cash receipts postings. Prepares and generates final billings for utility service addresses with new ownership. Schedules, reviews, works with Operations and Maintenance employees to resolve meter reading exceptions, and obtain meter readings for final billings. Prepares monthly and quarterly billings and assists in stuffing and mailing on a prompt basis to insure that customers have adequate payment time period. Disseminates utility information or in other ways assists utility customers with questions they may have including processing senior rate affidavits applications. Inputs receipt batches on a daily basis into the general ledger. Prepares bank deposits and updates daily cash balance spreadsheets. Reconciles general and payroll account bank statements on a prompt basis and advises supervisor of items for review and approval. Gathers information sufficient to generate sundry accounts receivable billings in including consultant billings, false alarms and tree removal invoices and follow-up on delinquent balances. Reconciles weekly utility cash receipts posting from the utility database into the general ledger. Provides third phone back-up option to general City telephone callers or reception inquiries. Provides backup support to other Finance area activities. Performs other duties as apparent or assigned. QUALIFICATION REQUIREMENTS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE Typical minimum education is one year of post-high school training in accounting principles and two to four years of accounting experience. LANGUAGE SKILLS Ability to diplomatically deal with difficult customer issues. Ability to prepare reports and correspondence. Ability to communicate effectively both orally and in writing with supervisor, other City staff, utility customers and the general public. MATHEMATICAL SKILLS Ability to make arithmetic computations using whole numbers, fractions and decimals. Ability to compute rates, ratios, and percentages. Ability to recognize and correct errors that have occurred. OTHER KNOWLEDGE, SKILLS, AND ABILITIES Ability to have a high level of speed and accuracy with ten-key machines. Knowledge of accounting and bookkeeping practices and procedures. Knowledge of computers and software applications, including Word and Excel. Ability to operate various types of office equipment. Ability to type 50 wpm. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls and sit. The employee frequently is required to reach with hands and arms and talk or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. 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 functions. The noise level in the work environment is usually moderate. ~ ~HlLLS City of Arden Hills Job Description CITY OF ARDEN HILLS POSITION DESCRIPTION Position Title: Department: Accountable to: Positions SupeNised: Status: Utility Billing Clerk Finance Department Finance Director None Three/Quarter Time, Non-Exempt SUMMARY Clerical level position in the Finance area with a primary emphasis on supporting the utility customer database. ESSENTIAL FUNCTIONS OF THE POSITION Updates utility database for new accounts, seNice changes, adjustments, and cash receipts postings. Prepares and generates final billings for utility seNice addresses with new ownership. Schedules, reviews, works with Operations and Maintenance employees to resolve meter reading exceptions, and obtain meter readings for final billings. Prepares monthly and quarterly billings and assists in stuffing and mailing on a prompt basis to insure that customers have adequate payment time period. Disseminates utility information or in other ways assists utility customers with questions they may have including processing senior rate affidavits applications. Inputs receipt batches on a daily basis into the general ledger. Prepares bank deposits and updates daily cash balance spreadsheets. Reconciles general and payroll account bank statements on a prompt basis and advises supeNisor of items for review and approval. Gathers information sufficient to generate sundry accounts receivable billings in including consultant billings, false alarms and tree removal invoices and follow-up on delinquent balances. Reconciles weekly utility cash receipts posting from the utility database into the general ledger. Provides third phone back-up option to general City telephone callers or reception inquiries. Provides backup support to other Finance area activities. Performs other duties as apparent or assigned. QUALIFICATION REQUIREMENTS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE Typical minimum education is one year of post-high school training in accounting principles and two to four years of accounting experience. LANGUAGE SKILLS Ability to diplomatically deal with difficult customer issues. Ability to prepare reports and correspondence. Ability to communicate effectively both orally and in writing with supervisor, other City staff, utility customers and the general public. MATHEMATICAL SKILLS Ability to make arithmetic computations using whole numbers, fractions and decimals. Ability to compute rates, ratios, and percentages. Ability to recognize and correct errors that have occurred. OTHER KNOWLEDGE, SKILLS, AND ABILITIES Ability to have a high level of speed and accuracy with ten-key machines. Knowledge of accounting and bookkeeping practices and procedures. Knowledge of computers and software applications, including Word and Excel. Ability to operate various types of office equipment. Ability to type 50 wpm. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls and sit. The employee frequently is required to reach with hands and arms and talk or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. 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 functions. The noise level in the work environment is usually moderate.