Job Title: Assistant Utilities Supervisor FLSA: Hourly/Non-Exempt

Department: Utilities Reports to: Utilities Supervisor

Salary Range: $22.41-$23.55

This job description should not be interpreted as all inclusive. It is intended to identify the major responsibilities and requirements of this job. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification. Any essential function or requirement of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA).

General Purpose:

Under the general supervision of Utilities Supervisor and performs routine technical, administrative and clerical work in the billing and coordination of utility and other public works services.

Essential Functions:

Supervisor

• Provides clarification in communicating the goals and objectives of the Utilities Department Supervisor to subordinate staff.
• Evaluates effectiveness of department policies and procedures; recommends and implements needed changes in cooperation with the Utilities Department Supervisor.
• Prepares Utilities Department time sheets for reporting to Payroll/Human Resources.
• Fulfills the assigned duties and responsibilities of the Utilities Department Supervisor in his/her absence.

Billing

• Conducts and monitors data transfer between the utility billing system and Datamatic, the handheld computer meter reading system. Processes and edits meter reading routes as uploaded to utility billing system from Datamatic and processes demand (industrial) meter readings ensuring accuracy of all billing processes.
• Coordinates with the meter readers on changes in routes and resolves reported service problems. Reviews and edits meter readers’ route readings for accuracy, audits utility accounts for dead meters, estimated readings and issues meter swap service orders accordingly.
• Daily problem solving, decision making and troubleshooting various billing issues.
• Uploads billing files to the city website for customer viewing, maintains customer information i.e. updates email addresses, resets passwords and updates bill comments for online bills. Responds to customer questions and inputs meter readings submitted through the City’s website.
• Coordinate bill production (including comments to print on utility bills) with contracted billing company for printing and mailing.

Administrative

• Assists employees daily in responding to customers’ questions, reiterating policies and procedures while ensuring that orders/tasks are completed as requested.
• Record and file daily sanitation violation logbooks from sanitation department.
• Initiate non-compliance process for sanitation customers; tracks process and issues notices to customers accordingly; ensures accuracy and completeness of non-compliance records and transfer files to Code Enforcement, when necessary.
• Manage enrollment/removal of Claremore Super Recreation Center memberships billed on utility accounts and coordinate the cancellation of disconnected utility accounts with the recreation center. Files applications received and issues monthly revenue report for the recreation center to audit records for accuracy.
• Process bankruptcy and deceased accounts for write off or cease collection response, and perform quarterly write off of uncollectible accounts.
• Generates monthly utility billing revenue report for City manager and other city departments for tracking purposes.
• Generates Utilities Department production calendar, cut off list production schedule for utilities staff rotation and prepares nonpayment cut off list as part of regular rotation with utilities office staff.
• Develops, updates and documents office policies and procedures at the direction of the Utilities Department Supervisor.

Accounting

• AMP Plan enrollment/removal and filing of enrollment applications.
• ACH (auto draft) enrollment, management, and processing file to RCB bank for deduction from utility customers’ accounts.
• Post online payments received through city website; process voids or refunds of payments made in error, update customer information i.e. update email addresses, remove unused cards.
• Generate past due cut off notices and coordinate production and mailing with contracted billing company.
• Process billing and receipting adjustments and contracts for payment on utility accounts.
• Preforms daily bank deposit as necessary.
• Create and edit reports in Excel.

Customer Service

• Opens drive thru window daily, covers this position until the drive thru customer account representative arrives.
• Assists the customer account representative with payment processing during higher volume periods; batches and balances utility payments daily.
• Issues service orders for all types of utilities services and repairs.

• Performs all other duties as assigned. (last bullet point

Knowledge, Abilities and Skills:

• Knowledge: Working knowledge of computers and electronic data processing; office practices and procedures and utility billing principles and practices.

• Abilities: Ability to analyze problems and maintain an efficient and effective automated system. Apply good listening skills; ability to relate to customers in a positive and helpful manner; ability to perform mathematical computations accurately and quickly; ability to communicate effectively; ability to establish successful working relationships; ability to work with difficult customers without escalation. Ability to recognize unsafe practices or conditions to reduce office related injuries. Have the ability to self start tasks, set personal goals, and identify solutions independently.

• Skill: Must have skills to solve various problems and resolve conflicts with customers under a variety of circumstances; skill in operating a variety of office equipment.

Minimum Qualifications:

• High School Graduate; two years’ cashier and customer service experience.
• Must be bondable. Must have a valid Oklahoma State driver’s license or the ability to obtain one upon employment. Must be insurable by City of Claremore’s insurance carrier.

Tools and Equipment:

Computer, calculator, cash receipts system, telephone system, postage metering equipment, scanners, fax and copy machines

Physical Demands:

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk and will often be required to stand for extended periods of time. The employee is required to use hands to finger, handle, or operate objects, tools, or controls; and reach with hands and arms.

The employee must frequently lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Work Environment:

The noise level in the work environment is quiet to moderate with numerous distractions. The work station may be located at the front counter or the drive-in window so the employee must be able to tolerate exhaust fumes occasionally. Multitasking is required while maintaining accuracy and efficiency.