Utility Billing Office Administrator

Application: The application must be filled out completely; stating "see resume" anywhere in the application, is not an acceptable substitute for a completed application.

Job Postings Closing Dates: A job posting may close before the listed deadline if the number of applications reaches the limit for that position. If the original deadline produced fewer applications than expected, the posting may remain open longer.

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

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

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Job Title: Utility Billing Office Administrator
Department: Utilities
Classification: Non-Exempt

Hiring Range: $25.45/hour - $28.64/hour

[Salary Range: $25.45/hour - $38.18/hour]

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Position Summary: Performs general utility billing related responsibilities for water and electric accounts, including assisting in monthly bill runs and daily final bill runs. Performs collections on all water and electric accounts. Supports utility administrative team with Oracle invoicing, Laserfiche filing, and Utility Billing and Water Department Customer Service.

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

Essential Job Functions:

Customer Service

* Receives and responds to customer inquiries and needs concerning water and electric billing functions. Creates service orders for water and electric staff.

* Assists customers at Utility Billing office and answers incoming phone calls. Responding to emails.

* Assists with new tenant, new owner, change of address and title company requests received by phone, email, or in-person.

* Creates a monthly "new customer welcome letter" that is mailed out at the beginning of the month to all new customers to help get signed up for electronic billing i.e. invoice cloud.

* 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.

* Supports customer service calls to main Water Department and coordinates with Utility Staff to assist with those calls.

Assist Monthly and Final Bill Run Processing

* Assists Utility Billing Office Admin lead on monthly bill run 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.

* Creates and mails Final Bills for all customers ending utility service.

* Possesses knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures.

* Processes correct forms for move in/move outs of customers in filing system.

* Sends electronic deposit forms to new customers and processes deposits onto Utility accounts.

* Assists with creating various excel-based reports out of billing software as needed.

Database Maintenance and Vendor Relations

* Reviews customer account database for ongoing accuracy.

* Performs account research and analysis for other departments and customers as needed.

* Completes annual year-end processes that include updating utility rates in billing software.

* Creation of support tickets and with various vendors including tylertech, invoice cloud, dataprose, Laserfiche, municipay.

* Performs electric meter inventory switch outs on sensus RNI to match new meters entered into munis

* Processes Sensus data requests and account research in the Sensus Database

* Assists in outreach to customers in terms of payment methods and online payment sign up initiatives.

Collections

* Once a month runs delinquencies and creates a mail merge to send out delinquent letters to all past due customers including landlords.

* Reviews past due final bills and mail additional collection letters on a weekly basis.

* Prepares year-end file of delinquent customers to turn over to Tax Assessor and 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.

Cross Training

* Supports and actively participates in creating Oracle requisitions and purchase orders and processing invoices for payment

* Supports and actively participates in helping with weekly Laserfiche database filing and organization

* Processes Water and Electric No Use letters, service orders, work orders, and account updates.

* Assists in review of utility rates, customer information, and database information for accuracy.

* Supports office in ongoing department projects that relate to billing systems, customer service, and utility rates.

* May support in some annual backflow mailing and customer notification/outreach.

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.

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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.

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Minimum Requirements:

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

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

Technical Knowledge: Must be proficient with Microsoft Word, Excel, and Outlook (Email). 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.

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Physical Demands:

Visual Acuity: Ability to bring objects into focus.

Balancing: Maintaining equilibrium.

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

Carrying: transporting or moving an object.

Crouching: Bending body downward and forward by bending leg and spine.

Climbing: Ascending or descending stationary objects.

Eye/Hand/Foot Coordination: Performing work through using two or more body parts or other devices.

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.

Kneeling: Bending legs at knees to come to rest on knee or knees

Lifting: Moving objects weighing no more than 10 pounds from one level to another.

Pushing/Pulling: Ability to use upper extremities to exert force in order to press, draw, drag or haul objects in a sustained motion.

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.

Walking: Ability to move to traverse from one location to another.

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.