City of Kittitas Job Position Description

 

Title: Deputy Clerk

Reports to: City Clerk/Treasurer                                                 
Supervises: None
Salary Range: $21.15/hr - $24.00/hr                                                                           
Union Position: Yes

 

Position Summary:

Under general direction of City Clerk/Treasurer, this position is responsible for preparation of all utility billing activities, including distribution, adjusting bills, reviewing utility bill activity reports, set up utility billing accounts for City’s current and future utilities. This position works independently and performs quality control on utility billing reports and related information; therefore, accuracy and efficiency are critical to performance. Other duties include: routine receptionist, clerical, and secretarial work, answering phones, greeting the public, provide customer assistance and process data. Duties are constantly evolving and changing and may include handling special projects as assigned. The position primarily supports City Staff as needed.

Typical Duties and Responsibilities:

• Conducts and monitors data transfer between computer and meter reading system.
• Maintains meter route status in the computer (BIAS) and makes changes as necessary on meter routes.
• Coordinates daily with the meter readers on changes in routes, service problems, utility turn-on and turn-off of service.
• Develops and maintains procedures for utility bills, delinquent billing reminders and services.
• Works with customers to resolve any billing errors and problems.
• Works with BIAS Software personnel.
• Works directly with Waste Water Treatment Plant Department and Street/Parks Department.
• Set-up and disconnect customer accounts.
• Reconciles cash register and makes deposits.
• Notifications sent to late utility customers.
• Serves as cashier including receipting of utility payment and various other payments and posting monies to appropriate accounts.
• Makes change and issues receipt to customers.
• Handles the incoming and outgoing of mail.
• Order supplies for City Hall and other departments as needed.
• Assist ALL City departments with general office tasks, customer relations (such as phone calls or mailings), copy/scan/file documents and special research projects.
• Assist ALL City departments with receiving applications, maintain an accurate filing system, issue permits and take payments, coordinate inspections.
• Attend Civil Service Commission Meetings and take minutes.
• Enter accounts payable.
• Assists the Clerk/Treasurer, Administrator, and Mayor with miscellaneous duties are required.

Knowledge, Skills and Abilities for Success:

The software used for the utility billing is BIAS. It is desired that the utility billing clerk would have a minimum of 1-year experience with this program.

• Experience using the following software programs: Microsoft Word, Excel, and Outlook;
• Working knowledge of computers and electronic data processing equipment and modern office practices and procedures;
• Some knowledge of accounting principles and practices;
• Ability to perform cashier duties accurately, ability to effectively meet and deal with the public, ability to communicate effectively verbally and in writing, and ability to handle stressful situations.
• Customer service – communicate with the public in a positive, helpful manner regardless of the attitude of the customer.

Education/Experience:

Applicant must be a high school graduate or GED equivalent with a minimum of 2 years work experience in general office practices such as typing, filing, accounting and bookkeeping.

Equipment Used:

Personal computer, 10-key calculator, copier, scanner, printer, label maker, and fax.

Additional Responsibilities:

• Answers telephones, receives public and answers questions, responds to inquiries from citizens and others and refers, when necessary to appropriate persons.
• Filing, copying, faxing, and computer data input as needed.
• Collection of fees and payments for: dog licenses, business licenses, building permit fees, fax and copying fees, and yard waste fees.
• Cleaning of city building, windows, restrooms, mopping, vacuuming, dusting, etc.

Physical Limitations:

Requires sitting at a desk for extended periods of time, use of a PC work station for extended hours, lift up to 25 lbs. The Clerk/Treasurer’s office is the primary contact point of interaction between the City and the residents and can be busy at times.

Working Hours:

The hours of the City Hall are 8:00 a.m. to 6:00 p.m. Monday through Thursday. Employees are expected to remain on the job until each day’s transactions are reconciled. These hours will be negotiated for this position.

Benefits: Eight (8) hours sick leave and (8) hours vacation time monthly.

Wages, Holidays, Sick Leave, Annual Leave.

Selection Guidelines:

Formal application received, rating of education, experience, oral interview and reference check. Job related tests may be required.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer requirements of the job change.