Utility Billing Specialist | Village of Hinsdale

POSITION:                          Utility Billing Specialist (Finance Account Clerk)

DATE:                                 February 12, 2024

DEPARTMENT:                  Finance

REPORTS TO:                    Finance Director

PAY GRADE:                       Full-Time; ($50,650 - $73,646)

                                            Starting Wage Rate is dependent upon qualifications

FLSA STATUS:                   Non-Exempt; 40 hours per week

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 Position Purpose

Responsible for utility billing processing and provides administrative support for the finance department.

Supervision Exercised 

None

Essential Job Functions:

1) Manages and administers Water and Sewer Utility customer accounts and records, which includes, but is not limited to:

• Reviewing and following municipal ordinances in regards to utility billing, billing codes, collection, application for service and deposits
• Creating and maintaining customer accounts and records
• Managing full water billing cycle including regular billing, delinquency and water shut-off notices and processing, including 3,000 bills per month
• Processing and mailing customer bills (current practice) with third-party printing service and managing the Village’s relationship with vendor, and also generating bills in-house and via email
• Creating and/or modifying utility billing forms, letters, tags and applications
• Ensuring utility billing process documentation is updated

 2) Manages daily utility billing cash receipts and customer payments which includes, but is not limited to:

• Verifying that transactions comply with financial policies
• Collecting and posting of customer payments, including lockbox
• Processing adjustments, transfers, refunds and credits

 3) Coordinates bill payment procedures including, but not limited to:

• Creating payment plans and adjustments
• Reviewing shut-offs for accuracy
• Contacting residents regarding NSF payments and processing files 
• Setting up new accounts
• Overseeing maintenance of drop-box

 4) Provides professional and friendly utility billing customer service in person and over the phone, which includes, but is not limited to:

• Overseeing and communicating with utility billing customers
• Responding to utility billing customer inquiries
• Resolving utility billing concerns in coordination with Public Works staff and other Finance staff

5) Leads implementation of utility billing software and programs, including system upgrades.

6) Prepares billing file and reports for Flagg Creek Sanitary District.

7) Coordinates with Public Services staff regarding water meter and water service related inquiries and issues, including service order entry and processing.

8) Evaluates meter readings and consumption for water accounts, reviewing for possible problems. Prepares service orders as necessary for Public Services staff.

9) Cross-trained in the service delivery activities at the Finance Front Service Counter. May relieve Customer Service Representative for lunch and vacations.

10) Maintains water related performance measures, such as water consumption, bills issued, etc.

Marginal Functions

1. Assists with other Finance Department projects, including vehicle sticker balancing.

Environmental Factors

The work environment generally includes an office setting.  The noise level is usually quiet.

Physical Requirements

Regularly required to sit, stand and walk, use hands to touch, handle, or feel; reach with hands and arms and talk and hear.  Occasionally required to stoop, kneel, and crouch. May lift and/or move up to 20 pounds.  Specific vision abilities include close vision and ability to adjust focus. The position requires prolonged periods of concentration.  Equipment used includes, but is not limited to, personal computer with a Windows operating system, Microsoft Office suite, printer, scanner, copy machine, fax machine and calculator.

Safety Functions

• Becomes familiar with and observes all applicable safety and security policies/procedures.

• Immediately reports all unsafe conditions and acts to supervisor.

• Reports all accidents to supervisor immediately.

• Recommends improvements to safety and security practices.

• Obeys and adheres to all safety rules and work practices.

Knowledge, Skills and Abilities

• Frequent contact with other Village employees, other government agencies and the public; must be able to communicate verbally and demonstrate good customer relations.

• Ability to research data and prepare reports with that data.  Must be able to communicate in writing.

• Ability to handle multiple tasks simultaneously and in a timely manner.

• Ability to modify established processes and procedures due to changes in Village policy is required.

• Ability to learn, understand and adhere to all applicable safety precautions and procedures.

• Ability to prepare and maintain records and filing systems.

• Ability to operate general office equipment.

• Ability to establish and maintain satisfactory working relationships with Village personnel and the public.

• Ability to assist public in a professional manner.

• Ability to work with minimal supervision.

Position Requirements

• Education equivalent to a high school diploma required.  An Associates Degree is preferred. At least one year of experience in a similar position is required.  Previous billing experience is strongly preferred.

• Regular attendance is required to ensure timely utility billing processing.

• Intermediate computer software skills required.  Strong knowledge of Microsoft Excel preferred.

Benefits

The position offers competitive health, dental and vision insurance benefits. The Village offers two deferred compensation plans as well as a post-employment health plan (PEHP). This position participates in the Illinois Municipal Retirement Fund (IMRF).

Process

The selection process includes an application process, interview process, drug screening and background check.

The position is expected to be filled as soon as the interview process and background checks are completed.

Interested candidates should submit an application, resume and a cover letter to the Village of Hinsdale, Attn: Human Resources, 19 E. Chicago Hinsdale, IL 60521, e-mail: hr@villageofhinsdale.org. Visit www.villageofhinsdale.org/jobs for a job application. The Village is an EOE employer.