DPW Utility Billing Administrative Assistant

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Utility Billing Administrative Assistant

Department of Public Works

Union: UPSEU Clerical Grade D – Full Time

Hourly Range:
Step 4 $ 29.3592 – Step 15 $ 38.5266

This job posting will be open for not less than two (2) weeks and, and if needed will remain open until a finalist has been selected.

General Description :

Responsible for performing the functions related to the utility invoicing and other associated functions relating to the established invoicing schedule procedure for revenue generation. Works with internal and external departments regarding utility billing matters, and completes other administrative functions as assigned. Provides internal/external customer assistance by phone, and in person. Acts as a backup for the Payroll/Accounts Payable Associate and may be asked to process property damage reports, issue work orders, departmental permits/licenses, and complete first report of injury for a Workers Compensation incident.

Primary Essential Functions :

• Process and create two districts, monthly utility invoices for six town districts working with DPW Skilled Workers and Supervisors to retrieve data from handheld computers.
• Load meter read information into handheld tablet computer and unload information upon completion of reading to commence invoicing procedure. Input manual reading data when necessary.
• Research exceptions from data retrieved from tablets, generate exception reports, and make adjustments. Prepare and mail various form letters to customers to obtain meter usage readings and/or change of meters due to defects or other problems.
• Assist residents with questions relating to utility billing issues, setup appointments for reread of meters, possible leaks and any other water issues and problems that require resolution. Adjust utility bills as needed, referring more complicated issues to Supervisor for assistance in customer account adjustment, and issue credit if needed.
• Generate billing reports, apply debts/credits and generate printed bills. Prepare bills for shipment to outside vendor for final mailing process to residents and commercial accounts. Transfer billing information to on line system for customer payment availability. Works with Collector’s Department to research and reconciliation extreme discrepancies and to get final mail file to printer.
• Maintain and update utility account records for all residential and commercial utilities in billing system making changes, corrections and notations as needed. Works with other departments to maintain address changes and updates address changes as necessary.
• Process returned utility bills, correspondence for new addresses and or, other issues for re-mailing to residents. Research to resend invoices to avoid customer arrears.
• Work with vendors to maintain meter reading handheld computers to ensure proper functioning and to resolve equipment and/or software issues referring more complicated issues to Supervisor for assistance and problem resolution. Maintain inventory for meter reading handheld computers including ordering invoice paper and other supplies used in conjunction with the utility invoicing process.
• Work with Attorney offices and Lending Institutions to process final utility meter reading when the sale of property is initiated by property owner’s attorney or owner of property. Receive final payments, generate final bills and update customer record files with new owners. Generate final reports and submit reports and checks to Collector’s Office.
• Prepare and maintain a variety of complex utility periodic and special reports, including yearend data, gathering and assembling information as requested by the Supervisor.
• Co-ordinate with Water & Sewer Administrator to ensure all supporting documentation and prerequisites have been approved and released by appropriate department prior to issuing new/renewals of drain layer licenses, utility connections, driveway curb cuts, trench permits and new house number forms. Enter applicable data in…