Clerk of the Board of Trustees of Public Affairs at Village of Dalton in DAlton, Ohio

Job Description:

Job Title:      Clerk of the Board of Trustees of Public Affairs
Status:        Part-Time/Hourly, Non-Exempt
Reports To:    Fiscal Officer 

PURPOSE OF POSITION
Under the supervision of the Fiscal Officer, the Clerk of the Board of Trustees of Public Affairs (BPA) is responsible for the billing process, clerical duties, and customer service associated with the Village’s Water and Sewer Departments. This position serves as Clerk for the Village’s Board of Public Affairs.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES
The following requirements are normal for this position.  These are not to be construed as exclusive or all-inclusive and other work will be assigned from time to time.  Assignments are supervised by the Fiscal Officer.  Employees in this position are expected to exercise some judgement in work methods and planning detail.

Duties and Responsibilities

1.    Utility Billing and Collections
•    Utilize systems to process meter reading data.
•    Monitor all meters to assure correct operations and communications between systems.
•    Enter all data for meters that are installed in the field (new or changed out) and monitors to ensure that data is being communicated correctly.
•    Process and maintain changes in customer names, addresses, account status, or meter locations from work orders.
•    Process senior discount applications and apply discount to eligible residents’ accounts.
•    Generate reports from billing system to assist in identifying abnormal high or low usage, compare past consumption patterns and other known conditions to determine need for investigation and assist in resolving disputed billing or service maintenance inquiries.
•    Enter all other data necessary to generate monthly utility bills to customers.
•    Generate all monthly utility bills, review for accuracy, and process corrections, where needed, prior to mailing or emailing bills.
•    Prepare bills for mailing, mail consolidated statement bills to commercial accounts where requested.
•    Process ACH utility payments and forward file to Fiscal Officer for importing to account.
•    Process utility bill payments timely whether received in person, by mail, phone, drop box, on-line or collected by other collection agents.
•    Identify and process billing and payment adjustments to utility accounts.
•    Track past due accounts.
•    Create payment agreements for past due accounts and monitor to assure compliance with terms of agreement.
•    Generate and mail late payment statements and disconnection notices in accordance with BPA policy.
•    Issue disconnection notices to Water and Sewer employees for disconnection.
•    Create and track all work orders pertaining to utility accounts sent to the Water and Sewer Department.
•    Research accounts if a billing or payment discrepancy exists.  Prepare water and sewer adjustments as needed.

2.    Customer Service
•    Provide assistance to residents regarding billing inquiries, complaints, requests for information related to Water and Sewer operations.
•    Respond to questions and requested from residents and the public for Village operations, referring complex issues to the appropriate person, giving direction and taking messages where appropriate.
•    Assist with meter reading, when needed.

3.    Accounting/Administrative
•    Balances and posts daily receipts for utility payments and reconciles deposits with the Utility Account at Farmers National Bank monthly.
•    Assist in accounting functions to ensure the proper, efficient, and effective operations in the utility.
•    Calculate and update sewer rates annually and water rates as needed.
•    Prepare consumption reports to identify water lost data.
•    Coordinate with local, county, state, federal or other agencies to provide utility assistance to customers who inquire about such services.
•    Enter tax payments and related functions for municipal taxes into the Village’s Tax program until transition to CCA is complete. 
•    Operate office machines, such as copiers, scanners, phone system, and computers; understand utility billing operating systems and how systems integrate, how to troubleshoot.
•    Manage Water and Sewer administrative and billing documents/reports/records according to the Village’s Record Retention Policy.
•    Assist with the application of all permits and licenses issued by the Village, such as land use certificates, park rental applications, etc.
•    Acts as a cashier for other in-person payments related to permits and licenses.
•    Assist with daily mail pick-up and bank deposit drops, when needed.
•    Other related duties as assigned.

4.     Clerk, Board of Public Affairs
•    Prepare, distribute and post agendas for, attend required meetings; keep and post the official record of minutes of all meetings of the Board of Public Affairs.  Digital recordings are used but not required to be retained.
•    Post meeting minutes notices and related BPA information to website and designated public media sites; and through electronic and required methods.
•    Adjustment requests by residents.
•    Update BPA handbook changes when authorized by the Board of Public Affairs.

JOB REQUIREMENTS/QUALIFICATIONS
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.

Knowledge and Experience
1.    Prefer two years or equivalent accounts payable/receivable or accounting experience and/or education.
2.    Demonstrated experience in working with limited supervision.
3.    Demonstrated ability to handle confidential information.
4.    Proficient in Microsoft Office and experienced in computer billing software.

Skills and Abilities - Must be able to:

1.    Display calm and courtesy when responding to difficult and sensitive citizen inquiries and complaints (utility and Village related) in person, via mail or email, and on the telephone.  Explain Village policies and procedures in a tactful and effective manner.
2.    Initiate and follow up communication as needed to those who have a need to know.
3.    Communicate verbally and in writing to co-workers and vendors in a clear, concise and professional manner.
4.    Review accounts, billing history, and more information to determine if a pattern is accurate or in error. 
5.    Perform all specified duties to a defined performance standard.
6.    Be detail oriented and accurately enter data into systems with minimal errors.
7.    Perform difficult and responsible work with independent discretion through to completion.
8.    Make independent decisions in accordance with laws, regulations, ordinances and established procedures.
9.    Exercise good professional judgement and display the highest of ethical standards in maintaining the public’s confidence
10.    Have the ability and aptitude for working alone without supervision for completing tasks and duties as assigned and required.
11.    Sit for long periods of time.

Other Requirements/Conditions of Employment

1.    High School Diploma or GED
2.    Must complete and submit a job application.
3.    Must be bondable, pass a background check and pre-employment drug test, have a valid driver’s license, and meet insurance requirements.
4.    Must keep “regular” office hours.
5.    Must be authorized to work in the United States.

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