Village of Downs Billing Clerk - Part-time

Job Title:

Village of Downs Billing Clerk - Part-time Purpose of Position

The Billing Clerk is responsible for the execution and/or direction of all operating policies of the Village of Downs as established by the Village of Downs Public works Department and/or Village of Downs Board of Trustees.

The Public Works Department and/or Board of Trustees establish policy. The Village Hall Supervisor and Billing Clerks carry out the policies on a day-to-day operations basis. The Billing Clerks report directly to the Village Hall Supervisor and the Village Hall Supervisor reports to the Public Works Trustee through authority granted by the Board of Trustees.

To manage the affairs of the Billing Office in accordance with the policies adopted by the Public Works Committee/Board of Trustees in an efficient and businesslike manner. The responsibilities include:

65%

• Download meter readings to the billing software and verify any high or zero reads.
• Prepare/send water/sewer/garbage bills to customers by the 1st of each month.
• Process and post payments to the computer that are received by mail, drop box, ACH or in person in a timely manner.
• Reconcile deposits of money received and make available to Treasurer on a daily basis. Responsible for auditing and accountability for all payments and monies received...
• Send delinquent notices to applicable customers as close to the 16th of each month as possible.
• Inform Public Works Supervisor when customers need their water turned on as a result of paying delinquent balances.
• Load and download the handheld reader for Public Works Superintendent.
• Use current Utility Billing software and inform IT personnel that an update is needed.
• Reconcile billing, and meter reading discrepancies by checking all sources of disagreement, reconstruct probable actions, and recognize the effect on accounts.
• Handle any billing correspondence with appropriate follow-up, including emails to the Village email address.
• Reconcile accounts by tracing transactions and comparing documentation.
• Handle all texts and telephone calls in a courteous and efficient manner including questions and problems with bills.
• Handle out-going mail including monthly bills.
• Keep active and inactive files current.
• Maintain an up-to-date list of all Meters/tap-on addresses.
• Review Water Usage Report and make needed follow-up calls to customers or complete work orders.
• Use the boil order process when necessary.
• Follow up on work order for water issues.
• Processing JULIE requests.

35%

• Produce billing software reports as requested by Mayor, Public works Trustee, Finance Trustee, or Treasurer.
• Accept monthly payments and water deposits during the designated office hours agreed upon by the Village of Downs Board of Trustees.
• Record hours and work accomplished for hours worked on designated computer program.
• Complete any secretarial work the Public Works Supervisor needs done.
• Complete any secretarial work the Village of Downs Trustees need done.
• Unless Village Clerk does, keep ordinance files and spreadsheet of ordinance up to date. Keys to files would be needed.
• Clean Village Hall including trash and recycling.
• Pick up mail from Post Office, date stamp and distribute it to appropriate personnel.
• Special projects.
• Processing applications and/or issue receipts for any new:
  Building Permits, Renovation Permits, Small Project Permits, Golf Cart Permits, Liquor/Gaming Permits, Sewer permits/Inspection Fees, Solicitation Permits, Park Pavilion Rentals.
• Accepting payments for annexation fees, flyer ads, Freedom Run, 4 th of July Donations, Police citations, etc.
• Pavilion scheduling: payments, updating website calendar, and providing key code for reservations.
• Posting meeting agendas.
• Making flyers for various committees.
• Solicitation letters and other special mailings.
• Archive documents including the scanning of inactive files, and files to the attic.
• Any other duties assigned.
• Position is part-time with hours to be determined. Be flexible in schedule to cover vacation and sick days.

Ability to learn and gain extensive knowledge of policies and procedures of Village of Downs is required.

Ability to work professionally with others, using effective interpersonal skills. Professional communication skills are a must. Must possess strong organizational skills, public relations skills and be poised, professional and tactful when communicating with all constituents.

Responsible for communicating with the public in person, by telephone, text and through written correspondence which requires the interpretation, explanation, or defense of Village policies and guidelines.

Proficient keyboarding and computer skills including ability to learn Microsoft 365 including:
Outlook, Sharepoint, Excel, Word.

Must be bondable and willing to submit to a background check.

Strong bookkeeping knowledge with strong attention to detail is desirable.

Works independently t be reliable and dependable and maintain…