Utilities Billing Office Administrator

Salary: $47,528.00 - $71,281.60
Job Type: Full Time
Location: Aspen / Roaring Fork, CO
Publish Date: Posted August 2, 2022
Applications have closed

Utilities Billing Office Administrator

*Up to $3,000 Sign On Bonus May Be Available*

Applications will be accepted on a continuous basis until a sufficient number of qualified applications have been received. The application must be filled out completely; stating “see resume” anywhere in the application, is not an acceptable substitute for a completed application.

Enjoy Industry Leading Benefits:

Generous paid vacation and extended sick leave, holidays, and flexible work arrangements.
Free and discounted transportation options to get around Aspen and the Valley.
Professional development and learning opportunities, including a tuition reimbursement program.
Health and wellbeing options that include Medical, Dental, Vision, robust and accessible employee assistance program, and nationally recognized wellbeing platform.
Monetary bonuses for healthy lifestyle choices and to use towards other personal needs.
Plan for your future with competitive employer contributions to a 401a retirement plans and Social Security, in addition to an individual 457b retirement plan and Roth IRA option.  Have peace of mind with life and disability insurance.
The City of Aspen is an Equal Opportunity Employer

 

Job Title: Utility Billing Technician II/III

Department: Utilities

Classification: Non-Exempt

Position Summary: Performs general utility billing related responsibilities for water and electric accounts, including creation of monthly bill runs and daily final bill runs. Performs collections on all water and electric accounts as well as customer service consistent with the organization’s values and mission statement.

Supervision Exercised and Received: Position works under the general supervision of the Utility Billing Supervisor.

Hiring Range: $22.85-$25.70

PayRange: $22.85-34.27

 
Essential Job Functions: 

Monthly and Final Bill Run Processing

Creates monthly bill run in Munis using applicable software, hardware, and technology., Runs and reviews bill audit reports and re-read sheets.  Creates service orders based on results of route reports.  Audits bill run once all re-reads and service orders are returned.  Imports monthly meter reads from advanced metering infrastructure (AMI) software.  Resets demand reads in electric commercial accounts once AMI file is imported.  Processes bill and charge code adjustments as required.  Applies finance charges to past due accounts.  Processes the bill print steps and emails file to bill print outsourcer and payment outsourcer.  
Creates daily final bill run for connect/disconnects.  Processes and mails final bills.  Assists with closing monthly billing period.
Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures.
Assists finance department with creating different auditing reports.
Assists in Munis to Oracle interface.
Communicates and manages utility billing policies, procedures, and standards to ensure efficient processes. Recommends and implements improvements, policies, and procedures when necessary. Ensures that utility bills are processed, and payments are received in a timely manner. Prepares correspondence pertinent to delinquent accounts. Ensures customers are properly notified on past due accounts. Processes liens against uncollected utility accounts.
Collections

Once a month runs delinquencies in Munis and creates a mail merge to send out delinquent letters to all past due customers including landlords.  Weekly review of past due final bills and mail additional collection letters.  Prepare year end file of delinquent customers to turn over to Tax Assessor.  Creates liens and files/ releases as needed. 
Generates declined payment list out of payment software and follows up with customers as needed to ensure auto-payment features are working.
Collects, processes, records, and compiles data pertinent to water and electric utility billing process. Prepares and distributes monthly utility reports, including those required by local, state, and federal agencies. Edits, reviews, and updates customer master files to ensure accuracy of databases in Munis. Researches and creates reports pertinent to the utility billing process. Completion of all year end processes, rolling over monthly accounting periods, creates crystal reports
Database Maintenance and Reports

Assists in month-end run of Crystal reports for Water Dept. admin staff.  Runs month end Aging, Detailed Receivables by date, deposit, and billing adjustment reports for Utilities Dept. staff.
Reviews Munis database for accuracy.  Investigates any discrepancies in database and corrects.  Records sales tax on miscellaneous inventory sales to the Sales Tax Payable account.
Performs account research and analyses for other departments.
Customer Service

Receives and responds to customer inquiries and complaints concerning water and electric billing functions.  Creates service orders for water and electric staff.  Complete account status requests for title companies.  Assist customers at Utility window and answers incoming phone calls.
Manages Laserfiche processes as routed for: new tenant; new owner; change of address; and title company requests.
Assists utility customers with online account registration and payment.  Assists customers with reconciling accounts, managing customer personal information, and verifying customer banking information for accuracy.
Cross Training

Assists Cross Connection Control program as it relates to customer correspondence, entering backflow inspection reports, and working with the Colorado Department of Public Health and Environment to meet Utilities federal responsibilities as a water purveyor.
Processes Water and Electric No Use letters, service orders, work orders, and account updates.
Provides service order scheduling and water account updates for By-Pass valve inspections.
Provides Utilities staff and consultants with Crystal Reports as requested.
Assists in audits of rates, and other data as needed.
 

Project Work

Responsibilities will include extensive involvement with new and ongoing projects for Utilities and Utility Billing such as the meter replacement project, coordinating change to new ongoing payment vendor.
Supports Utility Billing Supervisor in ongoing office and department projects including reviewing new vendor and software for office use.
Administration

Receives and processes utility connection permits. Schedules electric work orders, utility service orders, meter inspections; utility shut offs, and meter reading. Manages the Cross-Connection Control program as it relates to customer correspondence, entering backflow inspection reports and working with Colorado Health Department certified inspectors to meet our federal responsibilities as a water purveyor. Performs account research and analyses for other departments. Completion of bill adjustments, recalculation of bills.
Creating ads/images in monthly invoice using Adobe Photoshop.
City Organizational Values

Supports and models the City of Aspen organizational values: Service, Partnership, Stewardship, and Innovation. Organizational values are shared principles that guide behavior across the organization.  This position is responsible for upholding and applying these values while performing daily work functions. 
Other duties as assigned.

 
Core Competencies: Displays the following key competencies in the overall job performance to include knowledge, skills, and abilities:

Service: Provides service with excellence, humility, integrity, and respect in daily work, builds trust by listening, treats people with respect, acknowledges opportunities for improvement, and follows through with commitments.
Partnership: Actively creates strong, supportive internal and external relationships to attain a common goal and achieve greater impact together.
Stewardship: Balances social, environmental, and financial responsibilities, evaluating the impact of decision making on a thriving future for all. 
Innovation: Develops technical expertise to pursue new ideas and creative outcomes, grounded in Aspen’s unique culture, opportunities, and challenges. 
Communication : Knowledge of effective and appropriate communication.  Ability to use knowledge effectively in various contexts which may require oral, written, visual and non-verbal communication.
Interpersonal: Works to develop strength in interpersonal skills.  Has the ability to work well with diverse groups of people, both inside and outside the organization. 
Technology: Demonstrates technology skills sufficient for the nature and level of position.  Demonstrates a willingness to learn new technologies and transition job duties accordingly to support technological advances and innovation.
 
Minimum Requirements:

Education: High School Diploma or equivalent.  Course work in accounting, bookkeeping, or related field. 

Experience: Two years of experience in Business, Accounting Utilities, Collections, or Finance including customer service work.

Technical Knowledge: Must be proficient with Microsoft Word, Excel, and Outlook (Email). Proficient with Utility Billing software, Advanced Metering Software, Beehive, Adobe, Utility Payments Software, and additional as needed. Must have a basic understanding of computers and online computer-based technology applications, which includes accessing web-based platforms.

Licenses & Certifications: Must possess a valid Colorado Driver’s License or be able to obtain one within 30 days of start date.

NOTE: Any combination of experience and education that would likely provide the required abilities, knowledge, and skills as determined by the City of Aspen may be substituted for the requirements above.

NOTE: This position requires a Criminal Background Check upon hire.  Employment is contingent upon successful completion of a Criminal Background Check.

Position Type and Work Hours:

Regular full time, hours may vary with workload.
Evenings/Weekends may occasionally be required depending on department needs and special projects.
Work Environment: 

Indoors: Office environment.
Outdoors/Off-Site: Meetings, trainings, and conferences at a variety of city facilities and areas.
Physical Demands:

Bending: Bending or position oneself to move an object from one level to another.

Gripping/Grasping: Ability to apply pressure with fingers and palm.

Handling: Seizing, holding, grasping, through use of hands, fingers, or other means.

Hearing: Perceiving and comprehending the nature and direction of sounds.

Reaching: Extending the hands and arms or other device in any direction.

Repetitive motions: Making frequent or continuous movements.

Sitting: Remaining in a stationary position.

Standing: Ability to sustain position for a period of time.

Stooping: Bending body downward and forward by bending spine at the waist.

Talking: Communicating ideas or exchanging information.

 

NOTE: Currently, due to the COVID-19 pandemic, City professional staff may be required to work on site and or partially remote.

The physical demands described here are representative of those that 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.    

This job description is designed to indicate the general nature and level of work. It is not designed to contain or be interpreted as a comprehensive list of all duties, responsibilities, and qualifications required of employees assigned to this job. Duties and responsibilities may change at any time with or without notice.

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