Utility Billing Clerk

About the Role

Under general supervision, performs a variety of customer billing and accounting functions for the Village of Ruidoso services. This is a Non-Exempt position with access to confidential information that must remain confidential. Regular work hours are Monday – Friday 8 am to 5 pm, however extended hours may be required, including some weekend work. This position must adapt to a flexible work schedule as established by the supervisor and reports to the Customer Service Manager.

Responsibilities

• Processes billing account information for Village utility services.
• Processes payments, service requests, service charges, adjustments, and corrections according to Village policies, ordinances, and procedures.
• Tracks services provided and verifies proper billing for services.
• Enters account information into the database, verifies accuracy, prepares reports, and files documents.
• Calculates and prepares debit/credit adjustments and notations to customer accounts within the scope of authority.
• Completes billing cycle including checking reports from metering, filed checks, adjustments, corrections, and high bills.
• Provides prompt, courteous, and accurate service to the public regarding billing questions, requests for information, and complaints.
• Receives complaints and requests for information, and attempts to resolve them by researching files and records.
• Explains rules, policies, ordinances, and procedures concerning utility accounts.
• Explains the proper use and completion of forms and documents of the department.
• Refers matters requiring policy interpretation to supervisor for resolution; coordinates solutions to customer service issues with other department staff.
• Performs basic research and accounting activities; performs clerical functions including typing, filing, and maintaining records.
• Enters transactions into the computer, manually or via electronic uploading.
• Maintains computer files and records by customer or account number.
• Accepts and posts payments and security deposits for customers.
• Prepares individual computer transactions, reviews edit reports, makes corrections, balances entries, prepares and issues billings, and generates summary reports.
• Sets up new accounts and customers.
• Prepares periodic notices, shut-off lists, demand letters, final bills, issues refund checks, completes paperwork for liens, and other tasks as needed.
• Assists in the preparation of monthly reports.
• Operates cash drawer, prepares receipts, and balances daily.
• Processes water and sewer tap applications, and other customer account applications and agreements as needed.
• Answers main phone line system and backup line, assists with mail preparation and distribution.
• Assists Meter Readers with re-reads and leak lists.
• Ensures computer is backed up once a month and adheres to Village of Ruidoso IT Policies.
• Adheres to all Village of Ruidoso’s policies including IT, Purchasing, and Personnel Manual.
• Reports any on-the-job injury immediately and follows up with appropriate forms and actions.
• Reports any suspected fraud and/or abuse to the Finance Director.
• Ensures any reports of harassment are immediately reported and appropriate actions are taken.
• Attends meetings, trainings, and workshops as needed.
• Operates modern office equipment including computer equipment.

Requirements

• High school education and two years of billing/customer service or automated bookkeeping experience required.
• Bilingual preferred.
• Techniques for dealing with the public, in person and over the telephone.
• Basic computer applications involving word processing, data entry, and standard report generation.
• Basic office practices and procedures.
• Ability to multi-task a variety of projects and manage priorities to meet schedules and timelines.
• Perform accurate data entry and mathematical calculations.
• Read, interpret, and apply policies, procedures, and instructions.
• Ensure compliance with accounting regulations, standards, and policies.
• Maintain accounting documentation and records.
• Maintain confidentiality of sensitive information and data.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Understand and carry out instructions and procedures with minimal supervision.
• Enter numerical and related information into a computer system with speed and accuracy.
• Meet critical time deadlines.
• Effective oral and written communication.
• Establish and maintain effective working relations with co-workers.
• Perform routine mathematical calculations such as addition, subtraction, multiplication, division, and the calculation of percentages.
• Utilize standard office equipment, including personal computers, copying machines, postage machines, and adding machines.
• Proficiency in data entry, spreadsheet applications, and specialized billing software.
• Able to pass a criminal history check.
• Able to pass a credit history check.
• Must be willing to take and pass a drug/alcohol test and comply with agency “Drug Free” Policy.
• Must possess and maintain a valid New Mexico motor vehicle operator’s permit of appropriate classification and endorsement as required.
• Must agree to maintain a satisfactory MVR and minimum requirement of insurability as required by law.
• Overnight travel as required.
• Knowledge of cash handling procedures and practices.

Schedule

Regular work hours are Monday – Friday 8 am to 5 pm, however extended hours may be required, including some weekend work.