Water And Sewer Utility Clerk I

POSITION DESCRIPTION

Position Title: Water and Sewer Utility Clerk I Incumbent:
Class Title:
Department: Water/Sewer FLSA Status: Non-exempt
Reports To: Office Civil Service Status: Classified
Administrator
Pay Range: #12 Employment Status: Full-time
Probation: 360 Days Lunch: Unpaid
Work Hours: 8:00 a.m. to 5:00 p.m.

JOB RESPONSIBILITIES:

Successfully performs the duties of one of the following divisions:

1. Cashier/Receptionist Division
2. Customer Service Division
3. Customer Billing Division

Detailed description of each division is included as an attachment.
QUALIFICATIONS: Any combination of training and work experience which indicates possession of the skills, knowledge and abilities listed above. An
example of an acceptable qualification for this position is:
Completion of secondary education or its equivalent with a basic knowledge of

bookkeeping, data processing, word processing/typing, customer service, data entry and
spreadsheet manipulation, and/or equivalent combinations of training and/or experience.

LICENSURE AND CERTIFICATION REQUIREMENTS:
Valid Ohio Driver’s License
ESSENTIAL FUNCTIONS:

1. Essential functions for each division is detailed as attached.

2. Demonstrates a regular and predictable attendance.
3. Follows all safety and health practices of the Warren County Board of
Commissioners as described in the attached addendum.


OTHER DUTIES AND RESPONSIBILITIES:

1. Temporarily assigned to all clerical positions for cross training and staffing demands as
required.

2. Performs other duties as required by supervisor.

WARREN COUNTY COMMISSIONERSPOSITION DESCRIPTION


KNOWLEDGE, SKILLS AND ABILITIES: (* indicates developed after employment)
Knowledge of: County government, bookkeeping, utility billing, customer service, cash

handling; public relations, office practices and procedures, and County and facilities
serving the County.

Ability to: calculate numbers; maintain accurate records; gather, collate and classify

information about data, people and things; communicate effectively; answer routine
inquiries from general public; operate computer terminal for extended periods of time.

Skill in: typing, data processing, mathematical calculations, 2-way radio, copy machine.







My signature below signifies that I have reviewed the contents of my position description and that
I am aware of the requirements of my position. I further certify that I have reviewed the most
current copy of the Warren County Commissioners Personnel Policy Manual.

(Employee's Signature) (Date)

Date Adopted:
Date Revised:

CASHIER/RECEPTIONIST DIVISION RESPONSIBILITIES
Welcomes, directs, and attends to the needs of customers and visitors that arrive at the Water &
Sewer Department main office. Receives and processes customer payments received at the walk-
up counter. In consultation with the engineering staff, quote sewer connection and water tap fees
for new construction. Answer customer questions or direct customers to department staff as
necessary.

1. Collects deposits made on rental property.

2. In consultation with the engineering staff, determines, and collects tap in
charges/inspection fees for residential customers.

3. Registers and create new accounts in utility billing system after tap in charges have
been collected.

4. Receives and opens customer mail and processes payments.

5. Participates in customers shut-off process for delinquent accounts.

6. Prepares and mails refunds for closed accounts.

7. Prepares and processes service orders for field staff.

8. Collects deposits for hydrant meters. Maintains and updates hydrant meter
spreadsheet for availability and billing.

9. Collects and posts payments for backflow reports. Responsible for mailing backflow
letters, updating data in Programs, answer questions related to backflow and shut
offs for backflow.

10. Maintains cash drawer and balance receipts daily.

11. Responsible for balancing and updating credit card payments received
electronically.

12. Prepares notices for bad checks charges and maintains spreadsheet.

13. Prepares receipts for deposit to Auditor/Treasurer.

14. Maintains monthly tap fee spreadsheet for water and sewer tap in fees.

15. Handles releases to Building Department regarding availability of water and sewer.

16. Prepare and mail annual letters for contractors regarding surety bonds.

17. Balances and maintains a spreadsheet for deposits and deposit refunds and
balances it with Auditor’s records.

CUSTOMER SERVICE DIVISION RESPONSIBILITIES
Receives, answers, and directs customer phone calls to the Water & Sewer Department.

1. Addresses customer complaints.

2. Informs customers of department policies.

3. Prepares final read-out service orders and processes changes in customer
accounts.

4. Receives and opens customer mail and processes payments.

5. Participates in customer shut-off process for delinquent accounts.

6. Prepares and processes service orders for field staff.

7. Receives and posts payment for backflow reports. Responsible for mailing backflow
letters, updating data in Program, answer questions related to backflow and shut
offs for backflow.

CUSTOMER BILLING DIVISION RESPONSIBILITIES
Prepares, issues, and processes all routine bimonthly utility bills issued to customers. As a
regional utility providing billing service for other entities, they coordinate with local governmental
utility departments regarding billing rates and meter readings.

1. Prepares water and sewer account bills.

2. Prepare and transfer files for bill print company

3. Notifies bill print company of any changes to bill format and communicate any
customer memos for billing cycle.

4. Checks all readings and posts corrections to computer. Reviews billing registers for
accuracy.

5. Maintains meter change information in billing system.

6. Responsible for loading readings to/from hand held computers to/from main
computer system.

7. Maintains meter reading software system (i.e. Badger ReadCenter) and resolve
errors with company when necessary.

8. Set up rate files for system. Maintains regular communication and correspondence
with outside entities regarding rate changes and billing procedures specific to their
entity.

9. Processes final bills (e.g., applies deposits to accounts, process and mail final bills).

10. Verify new ownership and mail new customer letters.

11. Update and maintain billing rate spreadsheet and new customer letter.

12. Prepares and mails discontinuance of services notices. Prepares shut off notices.

13. Prepares and mails delinquent letters for accounts 60 days past due that are to be
certified to property taxes. Prepares certification resolution for Commissioner
approval.

14. Prepares and maintains various reports (zero consumption, locked accounts, future
customers, credit balances, etc.)

15. Receive and process customer bankruptcy paperwork.

16. Communicates with IT regarding billing software changes as needed.

17. Assist Office Administrator and Sanitary Engineer with development/update of
billing agreements with outside entities when necessary.

18. Receives and opens customer mail and processes payments.

19. Prepares and processes service orders for field staff.

20. Receives and opens payments for backflow reports. Responsible for mailing
backflow letters, updating data in Programs, answer questions related to backflow
and shut offs for backflow.