Finance and Customer Service Specialist | City of Highland Park

Primary Purpose:
Responsible for providing financial, administrative, clerical and customer service responsibilities in order to ensure effective, efficient and accurate financial operations. Performs a variety of clerical, financial and public record keeping duties, including general information, collection and payment services to the public.

Finance and Customer Service Specialists may be assigned to any one of the four main responsibilities and may be transferred between responsibilities. The current opportunity has a primary focus of Accounts Receivable.
 
Supervision Received:
Works under the general supervision of the Deputy Director of Finance with the exception of front counter customer service responsibilities which are under the general supervision of the Accounting Supervisor.

Supervision Exercised:
None.

Location:
City Hall; 1707 St Johns Ave; Highland Park
Directly across from the Highland Park Metra Station (UP North Line)

Finance and Customer Service Specialists may be assigned to any one of the main responsibilities and may be transferred between responsibilities. The current opportunity is focused on Accounts Receivable.

• Accounts Receivable
  • Responsible for managing and processing Accounts Receivable for the City. Tasks include but are not limited to:
    1. Prepares customer billings and related notices. 
    2. Processes UB & AR daily payments (lockbox/web)
    3. Processes daily parking ticket postings
    4. Posts AR Box & Lockbox daily 
    5. Processes Real Estate Transfer Tax mail requests
    6. Processes payments at Administrative Hearings
    7. Parking permit administration
    8. Parking permit billing, adjustments, data entry
  • Responsible for collections efforts within the City and maintaining aged receivables at a level that is in accordance with generally accepted accounting principles.
  • Processes daily cash receipts and verifies that transactions comply with financial policies and procedures. Handles customer payments and other finance transactions including those that are related to, but not limited to, utility billing, parking citations, permits, vehicle licenses, animal registrations and real estate transfer taxes. Assists other Finance and Customer Service Specialists when needed by cross training on all functions of the department on a rotating basis, which includes payroll, utility billing, purchasing, accounts payable, accounts receivable and vital records management.
  • Provides public information services and customer service to customers within City Hall and on the telephone. Answers telephones for the main switchboard for the City.  Prepares memorandums and documents as assigned and if necessary, provides notarization of documents.
    
    
• Payroll
  • Implements the policies and procedures necessary to prepare a bi-weekly payroll, and maintains related records.  Tasks include but are not limited to:
    1. Reconciling and processing of W-2 statements
    2. Processing all time sheets and prepare payroll checks
    3. Distributing payroll
    4. Processing payroll related vendor payments
    5. Assisting employees with payroll questions and   problems
    6. Completing IMRF reports in a timely manner
    7. Preparing and processing tax forms related to payroll including quarterly Federal/State   and year end reports
  • Processes daily cash receipts and verifies that transactions comply with financial policies and procedures. Handles customer payments and other finance transactions including those that are related to, but not limited to, utility billing, parking citations, permits, vehicle licenses, animal registrations and real estate transfer taxes. Assists other Finance and Customer Service Specialists when needed by cross training on all functions of the department on a rotating basis, which includes payroll, utility billing, purchasing, accounts payable, accounts receivable and vital records management.
  • Provides public information services and customer service to customers within City Hall and on the telephone. Answers telephones for the main switchboard for the City.  Prepares memorandums and documents as assigned and if necessary, provides notarization of documents.
  • Assists the Finance Director and Deputy Finance Director in processing casualty, liability and property insurance claims. Submits claims to City’s insurance carrier and to the Safety Review Board. Processes quarterly premium payments when necessary.
    
    
• Utility Billing
  • Responsible for maintaining the records of the Water and Sewer Utility customers which include, but are not limited to:
    1. Maintenance of customer account records
    2. Administering full water billing cycle
    3. Processing and mailing of customer bills
    4. Collection and posting of customer payments
    5. Posting of late penalties and related notices
    6. Processing adjustments, transfers, refunds, credits
    7. Processing and reviewing change orders
    8. Vendor maintenance
  • Responsible for managing the City's low income program.
  • Processes daily cash receipts and verifies that transactions comply with financial policies and procedures. Handles customer payments and other finance transactions including those that are related to, but not limited to, utility billing, parking citations, permits, vehicle licenses, animal registrations and real estate transfer taxes. Assists other Finance and Customer Service Specialists when needed by cross training on all functions of the department on a rotating basis, which includes payroll, utility billing, purchasing, accounts payable, accounts receivable and vital records management.
  • Provides public information services and customer service to customers within City Hall and on the telephone. Answers telephones for the main switchboard for the City.  Prepares memorandums and documents as assigned and if necessary, provides notarization of documents.
    
    
• Accounts Payable
  • Responsible for managing and processing Accounts Payable for the City. Tasks include but are not limited to:
    1. Entering invoices
    2. Processing vendor payments
    3. Council warrant lists
    4. Clearing checks at month end
    5. AP audit process
  • Other main responsibilities include:
    1. Dog license renewal process
    2. Credit card administration
    3. Maintains vital records and reports.
    4. Completes and verifies data entry into the Illinois Vital Records System.
  • Processes daily cash receipts and verifies that transactions comply with financial policies and procedures. Handles customer payments and other finance transactions including those that are related to, but not limited to, utility billing, parking citations, permits, vehicle licenses, animal registrations and real estate transfer taxes. Assists other Finance and Customer Service Specialists when needed by cross training on all functions of the department on a rotating basis, which includes payroll, utility billing, purchasing, accounts payable, accounts receivable and vital records management.
  • Provides public information services and customer service to customers within City Hall and on the telephone. Answers telephones for the main switchboard for the City.  Prepares memorandums and documents as assigned and if necessary, provides notarization of documents.
• Performs other related duties as requested.

Required Minimum Qualifications:
The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 
 
Education:
A high school diploma or GED equivalent is required.
 
Experience:
1-3 years of experience related to billing, collections, accounts payable, vendor maintenance and customer service. Experience which indicates the ability to multitask, increasing or changing responsibility, and technical ability functioning within a software suite is preferred.

Certification or license:
None.

Required Knowledge, Skills, and Proficiencies:
Knowledge of office administration and electronic bookkeeping procedures. Ability to use or operate Microsoft Office Suite and standard office equipment. Knowledge of accounts receivable, accounts payable and collections experience preferred. A high level of customer service, interpersonal and team building skills. Effective verbal, written and listening communication skills is also required. Attention to detail, accuracy and time management skills are necessary. The ability to learn quickly and apply basic policies is imperative.