Purpose of Position

PURPOSE OF POSITION:

This position handles specialized accounting functions, including accounts receivable, utility billing, and cash receipting, and requires in-depth knowledge of financial record-keeping methods, practices, and purposes within the assigned areas of expertise. This position will serve as the lead for the Billing and Collections Department, overseeing the work of other staff and handling complex accounting tasks that involve non-standard procedures. The role requires a deep understanding of the principles, methods, and practices of professional financial record-keeping. Independent judgement is essential, with decisions made within the framework of established policies and procedures.

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.

Essential Job Functions

ESSENTIAL JOB FUNCTIONS:

This position provides lead billing related services to the City’s billed customers for water, wastewater, stormwater, airport, leases, loan and assessment, room tax, franchise, grants, and other miscellaneous services. Duties include billing all the City’s customers and analyzing accounts for accuracy and consistency. This position also reviewing lease and loan agreements for accurate and appropriate documentation.

This position will be asked to perform the following duties:

• Prepare and review all billing and collection bills, statements, reports, and worksheets generated from a variety of preliminary reports, data, accounting records and computer products in accordance with specific reporting formats and established fundamental accounting principles.
• In the absence of the Billing and Collections Manager, lead billing and collections staff in daily operations, including scheduling and monitoring performance as needed.
• Generate and upload accurate reporting that links to other software throughout the City.
• Prepare, interpret, and review complex materials through a comprehensive understanding and skilled
  application of policies, procedures, terminology, historical practices, and relevant statutes. This role requires
  the ability to integrate information from multiple sources and apply technical expertise to ensure accuracy
  and compliance.
• Answer internal and external customer questions and provide advice which involves applying existing policies and procedures, and utilizes independent judgement to resolve customer escalations.
• Oversee billing and collections staff and address customer inquiries by providing guidance and advice, ensuring adherence to existing policies and procedures. Lead team efforts in identifying process improvements, mentoring staff, and fostering a collaborative environment to enhance operational efficiency.
• Draft and update policies and procedures and communicate as needed.
• Provide complete backup support for all other positions during regular absences, prioritizing tasks based on the nature and urgency of each absence.
• Participate in overseeing internal controls for billing and collections systems, and proactively make recommendations for improvements to enhance efficiency and effectiveness.
• Communicate effectively with customers to clearly ascertain the concerns raised and respond courteously, promptly, and accurately.
• Operate a cash drawer to collect, balance, review, and account for all funds on a daily basis. Work closely with City staff to coordinate and validate customer billings.
• Lead the drafting, updating, and applying billing policies and procedures as needed.
• Establish and maintain statistical, bookkeeping and accounting control records.
• Create, maintain, and revise complex spreadsheets and reports.
• Lead the implementation and operation of financial computer software.
• Cross training will be required.
• May serve as a member of various employee committees.
• Perform general office duties and other related duties as assigned.

Qualifications

JOB QUALIFICATION REQUIREMENTS:

Minimum Requirements:
Associates Degree in business, accounting, finance, or related field, plus a minimum of three (3) years progressively more responsible verifiable work experience in accounting or finance, including working with the public, computerized accounting systems, and/or interpretation of accounting standards; or any equivalent combination of experience and training which demonstrates the ability to perform the above- described duties.

Necessary Knowledge, Skills and Abilities:
Advanced knowledge of customer service procedures, office practices and procedures, including business English grammar, punctuation and spelling and general accounting principles and practices.

Operation of computerized equipment and utilization of software programs in office applications, including Microsoft Word and Excel.

Work well with others. Focus on solving conflict, maintaining confidentiality, listening to others without interrupting, keeping emotions under control, remaining open to others’ ideas, and contributing to building a positive team spirit. Meet and deal with the public in a professional and courteous manner even, at times, in intense situations.

Ability to solve practical problems and deal with a variety of situations where only limited standardization exists. Ability to interpret instructions furnished in written and oral format and work independently under stressful deadlines. Ability to prioritize and successfully complete multiple work assignments simultaneously; initiate, plan, organize and carry through projects; work quickly and accurately with numeric calculations. Ability to apply creativity to problem solving and use independent judgement and/or independent action when needed

Special Requirements/Licenses:
This position will not be expected to operate a motor vehicle throughout the course of employment.

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

Bachelor’s degree in Accounting, Business, Finance, or related field.

Five (5) years’ recent verifiable work experience in governmental accounting.

Work Environment

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.

SUPERVISORY RESPONSIBILITIES:
Employee may assist in direction, guidance, or training in operational procedures to other employees, but is not directly responsible for supervision of staff.

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 job functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to walk.

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; typewriter, calculator, telephone, two-way radio, 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.