Water Billing/Office Administrator

Job Description

Job DescriptionSalary: $23.31/hr. - $32.89/hr.

Town of Monument:

The Town of Monument aspires to provide leadership that delivers municipal services responsibly, while

working to inspire public confidence to achieve the vision of the future.The Town of Monument is focused on meeting the communitys needs with the utmost integrity, obligation of service, and responsibility by being held accountable and respecting the diversity and values of its constituents.

Position Summary:

The position combines customer service, inventory management, clerical duties, and water billing. The employee delivers technical support to the Water and Public Works Department and assists with customer service tasks. Responsibilities include managing the Towns Water billing, creating, and processing purchase orders, maintaining workorder records, and managing the inventory of materials, supplies, tools, and equipment-covering, ordering, receiving, inspecting, and organizing field operations items. The employee also performs general office duties for the department. The role requires excellent communication skills, tact, courtesy, and customer service abilities for interaction with citizens and other stakeholders. A general understanding of the Towns services is expected to address routine inquiries and refer non-routine matters to appropriate staff. The employee serves as the departmental safety coordinator. Work is performed under the general supervision of the Public Works Director and is evaluated based on customer service quality and timely completion of multiple tasks.

Benefits:

• Medical, Dental and Vision Insurance
• Healthcare Flexible Spending Account (FSA)
• Long Term Disability Insurance
• Life and AD&D
• Voluntary Accident Coverage, Hospitalization Coverage
• Voluntary Critical Illness Coverage
• Legal Shield/ID Shield benefit
• FMLA/Bereavement/Jury Duty Leave
• ADAA & PDA
• Compulsory enrollment in 401(a), employer 2:1 contribution
• Voluntary enrollment in 457(b), employer 2:1 contribution
• Vacation and Sick leave
• 14 observed holidays, 1 additional personal day
• Employee Assistance Program (EAP)
• Public Service Student Loan Forgiveness eligible employer

Essential Duties and Responsibilities:

The following statements are illustrative of the essential functions of the job and do not include other nonessential or peripheral duties that may be required. The organization retains the right to modify or change the duties or essential functions of the job at any time.

• Water Billing: Administers the Town's water processes, including applications, new accounts, monthly billing, payment processing, and disconnects.
• Technical and Administrative Support: Assist the Utilities Department with day-to-day operations, including customer service and coordination of field activities.
• Customer Service: Serve as a point of contact for citizens and staff. Provide courteous, informed responses to routine inquiries and complex issues to appropriate personnel.
• Purchase Order Management: Create, process, and track purchase orders for materials, supplies, tools, and equipment. Reconcile procurement cards.
• Inventory Oversight: Maintain accurate inventory records; order, receive, inspect, and organize items.
• Emergency Response Coordination: Receive and respond to emergency and non-emergency calls. Aid with scheduling sampling times or coordinating area flushing.
• General Office Duties: Perform clerical tasks such as filing, data entry, and document preparation.
• Accounting and Purchasing Support: Assist the Director with basic accounting, budget tracking, and purchasing activities.
• Town Services Knowledge: Maintain general knowledge of Town services to guide inquiries and support operations.
• Office Administration: Plans, coordinates, and administers a broad range of general office functions.
• Program Records: Maintain records for Backflow Cross Connection.
• GIS Support: Assist with GIS updates.
• Meter Data Entry: Enter meter information into billing system.
• Attend workshops, seminars, and training.
• Performs additional duties as assigned.

Knowledge, Skills, and Abilities:

The essential duties listed below are representative of the knowledge, skills, and/or abilities required. The list is not designed to cover or contain a comprehensive listing of all knowledge, skills, and abilities that are required.

Knowledge

• Municipal and Utility Operations: Knowledge of municipal water utility operations, including billing, meter data entry, customer accounts, work orders, basic utility rates, delinquent account processing, and water usage tracking systems.

• General knowledge of Town organization and services, including responding to routine public inquiries, referring nonroutine matters appropriately, and using electronic payment platforms.

• Customer Service Principles: Knowledge of effective customer service and communication practices, including professionalism, tact, confidentiality, conflict resolution, and the ability to clearly convey technical or complex information to nontechnical audiences.

• Purchasing, Accounting, and Financial Procedures: Knowledge of municipal purchasing and basic accounting practices, including purchase orders, procurement card reconciliation, vendor coordination, billing, invoicing, expense tracking, and budget support.

• Inventory and Administrative Processes: Knowledge of inventory control and materials management practices, along with administrative procedures including reporting, documentation, and records management.

• Emergency, Field, and Safety Operations: Understanding utility operational activities and workplace safety practices, including sampling schedules, flushing coordination, departmental safety responsibilities, and regulatory recordkeeping requirements such as Backflow Cross Connection Control.

• Technology and Information Systems: Knowledge of computerized utility billing, purchasing, inventory, work order, and records management systems, with basic knowledge of GIS concepts as applied to utilities and public works operations.

Skills

• Customer Service and Communication: Skill in delivering professional customer service with effective verbal and written communication and the ability to resolve complaints tactfully and diplomatically.

• Administrative and Office Management: Skill in administering general office functions, including filing, data entry, document preparation, recordkeeping, and report preparation.

• Purchasing and Inventory Control: Skill in managing purchase orders, procurement card transactions, and maintaining accurate inventory records, including ordering, receiving, and organization of materials and equipment.

• Technical and Computer Skills: Proficiency in utility billing and accounting systems, Microsoft Office, accurate meter data entry, records maintenance, and adapting to new software.

• Safety Coordination: Skill in serving as a departmental safety coordinator, maintaining safety documentation, supporting training, and promoting safe work practices.

Abilities

• Operational Support: Ability to provide effective administrative and technical support for Utilities and Public Works operations.

• Emergency Response and Coordination: Ability to respond calmly to service calls and prioritize issues effectively.

• Organization and Multitasking: Ability to manage competing priorities and work independently while meeting deadlines.

• Judgment, Confidentiality, and Compliance: Ability to apply policies and best practices, maintain accurate and confidential records, and handle sensitive information with discretion and professionalism.

• Collaboration and Professionalism: Ability to build effective working relationships and represent the department professionally at meetings and trainings.

• Adaptability and Professional Development: Ability to adapt to changing needs, attend required training, and demonstrate professionalism, accountability, and sound judgment.

Required Qualifications:

Education/Experience:

• High School or equivalent
• Government experience
• Utility billing experience
• Accounting experience preferred
• Vocational training or technical training in office support
• Customer service experience

Licenses/Certifications:

• Valid Colorado Driver License.

• Ability to pass background check and drug screening

Physical Demands:

• While performing the duties of this job, the employee is required to talk, hear, and sit for extended periods.
• Frequently required to use hands to finger, handle, or feel objects, tools, or controls.
• The employee must have good vision that allows the viewing of computer screens and numbers and reading reports and printouts for analytical purposes for extended time periods.
• Occasional bending and stooping, squatting, pushing/pulling, twisting at waist, upward and downward flexion of neck, side-to-side turning of neck.
• Frequent hearing, seeing, reaching, walking, bending, and stooping.
• Requires manual dexterity in combination with eye-hand coordination for efficient keyboard input, data entry, and filing.
• Requires the ability to operate a motor vehicle to visit town departments located outside of Town Hall and banks.
• Occasionally must be able to lift up to 25 pounds.

Work Environment:

Work is primarily performed in an office setting with one primary location with the ability to travel to multiple Town owned locations safely as needed. The working environment may involve the use of communication through computers and telephones and could involve frequent interruptions.

*The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.