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Company name : City of Albany, OR
Location : Albany, OR
Position : Billing/Collections Specialist II
General DescriptionThe City of Albany Public Works Utility Billing Department is looking for a Billing/Collections Specialist II to join our team!
Initial application review will begin on Wednesday, August 31, 2022. Applications received after this date will be reviewed and considered as needed.
NOTE: This position is full benefits eligible. The current out-of-pocket cost for medical, dental, and vision coverage is approx. $45/mo. for employee only coverage up to a max of $130/mo. for family coverage.
Performs detailed bookkeeping and accounting duties for multiple utility funds which include the preparation, verification, and maintenance of accounting, billing and collection records, and financial reports related to accounts payable and receivable for Utility Billing. The position calculates and creates monthly utility bills; maintains accounts receivable and payable; reconciles accounts and journal entries; creates new accounts from as-builts; determines appropriate rate classifications for accounts and provides backup for the Billing/Collection Specialist I and Customer Service Representative positions.
Supervision Received/Review of Work
Works under the general guidance and direction of the Public Works Customer Service Supervisor according to a relatively fixed work routine.
This position is distinguished from others within the Billing/Collection Specialist classification series by the performance of intermediate to advanced bookkeeping and accounting duties.
Essential Functions/Duties & ResponsibilitiesThe duties listed are intended only as illustrative examples of the various types of work that may be performed by individuals in this classification. Any of the following duties may be performed. These examples are not necessarily performed by all incumbents and do not include all specific essential functions and responsibilities the incumbent may be expected to perform.
*Accurately bills utility accounts monthly, including residential, multi-family, commercial, domestic industrial, and industrial accounts utilizing computerized billing software. Audits accounts on a regular basis to ensure they were billed correctly, rates charged are correct, and other account information is accurate. Processes final bills weekly. Ensures Automated Clearing House withdrawals from customer accounts are processed accurately and in a timely manner. Prepares monthly and yearly financial and statistical reports. Enters, maintains, and updates customer information in a database. Inputs meter reads electronically into the database; processes meter change outs; verifies meter reads and water consumption are accurate utilizing standard reports. Establishes new accounts based on information provided by other work groups such as Engineering and GIS and maintains a file system for new meter sets. Maintains monthly billing statistics.
Balances daily cash/check/credit card activity for 3 pay stations and online website; scans, balances and electronically uploads checks to bank for deposit; prepares Excel spreadsheet to report totals to finance department. Balances online bank card activity.
Maintains the utility billing customer service email inbox, responding to customer requests throughout the day.
Maintains a separate computerized collection database, processes various collection functions, including generating delinquent notices, collection adjustments, and receipts. Contacts customers via telephone and letter to collect past due amounts on final accounts. Submits uncollectible accounts to a credit agency.
Prepares and transfers past due sewer or stormwater accounts to the appropriate county tax assessor on an annual basis. Prepares, calculates. Generates disbursement requests for overpayments on customer accounts. Verifies funds are sent to the correct party.
Provides input and assists in development, review, evaluation, and testing of proposals for new software implementation, upgrades, or new software product installations as assigned. Serves as liaison between department and outside agencies or other departments in ensuring proper hardware or software installations and troubleshooting system problems as assigned.
Researches billing problems and communicates resolution to appropriate staff and customer. Back bills customers when necessary. Answers Utility Billing telephones, assists at front counter taking payments and answering customer questions. Balances pay files, enters payments into specialized cashiering and Utility Billing software. Backs-up other staff in preparation of daily deposit. Assists other staff in the performance of their duties as assigned.
Monitors the Utility Billing website, provide technical support for customers having trouble or needing assistance.
Maintain all records in Laserfiche, eliminating the need for paper copies.
Monitors building permit activity through their software, checking for anything that might affect utility billing (zoning changes, use changes, water/sewer connections, etc.)
Creates and maintains forms and documents for use within the department, including job procedure instructions, training documents, advanced spreadsheets with complex formulas and/or mail merge fields.
Trains Customer Service Representative, Billing/Collection Specialist I and II, and part-time or temporary employees as assigned.
Serve as a liaison to the meter reader contracted by the City to read the water meters, importing and exporting files as needed.
Serves as back-up to the customer service reps and Billing Specialist II at front counter when short staffed, handling walk-in customers, phones and mail.
Maintains professional networks and attends training sessions and conferences as necessary to maintain skills and keep abreast of issues and practices related to position.
Represents the City of Albany by responding to the public, citizens, its employees, and others in a prompt, professional, and courteous manner while continuously maintaining a positive customer service demeanor. Regards everyone, internal and external, as a customer and deliver the best service possible in a respectful and patient manner.
Serves as a member of various City committees as assigned.
Assists other staff in the performance of their duties as assigned.
Maintains regular job attendance and adherence to working hours.
Operates a motor vehicle safely and legally.
Performs other related duties as required/assigned.
Creates a high-performance work culture by demonstrating a positive attitude and modeling the City’s mission, vision, and values.
Demonstrates, promotes, and develops leadership, management, and technical skills for self and other employees.
Conducts self with high integrity, proactive in conserving city resources, and seeks and incorporates customer feedback for continuous improvement of operations.
Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.
Supervision/Lead Work ExercisedLead Work/Coordination of Work of Others
This is a non-supervisory position. Lead work/coordination of the work of others is not a typicalfunction assigned to this position.
Qualifications & RequirementsEducation and Experience:
High School graduation or GED equivalent with three years’ experience in a financial field such as accounts receivable, utility billing/collections, preferably in municipal government, with some exposure to computerized billing software and general accounting functions; or, an equivalent combination of experience and training which ensures the ability to perform the work may be substituted. College-level accounting, bookkeeping or business management courses, and the ability to speak Spanish are desirable.
Possession of or ability to obtain a valid Oregon driver’s license.
The individual shall not pose a direct threat to the health or safety of the individual or others in the workplace.
Knowledge, Skills, and Abilities:
Knowledge of: General knowledge of the principles, practices and procedures of accounting or bookkeeping; modern office practices and equipment, including personal computers; knowledge of governmental accounting practices.
Skill in: advanced skills with the ability to type a minimum 55 words per minute, 10-key with a minimum of 6,000 keystrokes per hour and in the operation of listed tools and equipment used.
Ability to: perform mathematical computations accurately and quickly; communicate effectively verbally and in writing; understand and carry out written and oral instructions; establish and maintain effective working relationships with employees, other departments, and the public; and, to work under pressure with frequent interruptions and occasional contact with angry, difficult customers.
The work environment and working conditions described here are representative of those that are typical of the job and must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The majority of this job is performed in an office environment where the noise level is above average with multiple phone lines ringing, other staff members talking, nearby operation of noisy equipment, frequent interruptions, and occasional contact with angry and difficult customers. Occasionally this job will work in outside weather conditions. The employee may be exposed to wet, cold, hot and/or humid conditions.
Travel is not normally a requirement of this position.
Evening/weekend work is not normally a requirement of this position.
The factors described herein are representative of, but not all-inclusive of, those that must be met by an individual to successfully perform the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Detailed information may be available in a supplemental Job Task Analysis document.
The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
Manual dexterity and coordination are required to perform the work. This is used while operating equipment such as computer keyboards; calculator; telephones.
The employee must be able to perform occasional field visits to verify or determine customer water or sewer classifications and to distribute door hangers.
TOOLS & EQUIPMENT USED
In the performance of job duties, the incumbent may use the following tools and/or equipment: computers including word processing, spreadsheet, database, specialized cashiering and billing software; calculator; multiline telephone; copy and fax machines; scanner; vehicle and, other related equipment.
Job Type: Full-time
Pay: $1,768.60 – $2,260.21 per month
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