MINIMUM QUALIFICATIONS: Education and Experience: High school diploma or equivalent. One year of general record-keeping or bookkeeping experience or any equivalent combination of education and experience which provides the required knowledge, skills, and abilities. Licenses and Certifications: Must complete Cash Handling certification within first year of employment. Knowledge: Oral and written communication ability equivalent to that normally acquired through a high school education is required. Approximately one year of experience is necessary to gain knowledge of general office practices, procedures, and equipment. Office administrative and secretarial practices and procedures, such as business letter writing, data entry, and the operation of standard office equipment, including personal or on-line computer. Recordkeeping, report preparation, filing methods and records management techniques. Correct English usage, including spelling, grammar, punctuation, and vocabulary. Standard business arithmetic, including percentages and decimals. Familiarity with 10-key. Skills: Good interpersonal skills necessary to be pleasant and helpful to citizens and vendors and courteous of fellow employees while performing duties. Researching, compiling, and summarizing a variety of informational and statistical data and materials. Using tact, discretion, initiative and independent judgment within established guidelines. Analyzing and resolving office administrative situations and problems. Organizing work, setting priorities, meeting critical deadlines, and following up assignments with a minimum of direction. Typing at rate of 30 wpm net accuracy.
Mental and Physical Abilities: Ability to maintain regular, predictable and punctual attendance. Ability to concentrate and pay close attention to detail in a potentially noisy environment with constant breaks in concentration associated with answering phones or speaking in person to citizens requiring assistance. Limited amount of physical effort required associated with walking, standing, and lifting and carrying light objects from 5% to 50% of work time, depending upon the specific assignment.
WORKING CONDITIONS: Works in a normal office environment where there are little or no physical discomforts associated with changes in weather such as rain, cold, snow, or heat. Some discomforts associated with noise, dust, dirt, and the like.
DUTIES AND RESPONSIBILITIES: Essential Functions: Interfaces with customers and city employees when processing billings, payments and deposits; provides friendly and courteous customer assistance in areas of utility service and other city services; research customer accounts and prepares correspondence addressing customers questions and/or complaints. Answers questions from other city departments concerning utility payments, deposits, revenue processing and other city services; completes cash processing documents by completing standardized forms for customers. Maintains manual and/or computerized recordkeeping systems; codes, enters, posts, and tabulates data; prepares summary reports; inputs and retrieves data, and generates a variety of reports; proofs data entry work; prepares and submits information for further processing. Maintains manual filing systems; reviews, codes, and files documents alphabetically, numerically, or by other designated sorting methods; purges files to locate specific information. Answers the telephone and routes calls; provides public with general information regarding department services over the telephone and/or in person; responds to general public requests with limited supervision from supervisor. Handles telephone inquiries regarding vendor payments; authorizes buyers on accounts and balances statements on multiple dept/div accounts with vendors. Maintains files, reports, and other departmental papers, cross indexes and files documents and correspondence alphabetically, numerically, or by other designated classification. Photocopies, scans a variety of documents, correspondence, and forms, etc. Posts account data and changes of account numbers, rates and other related information to create and maintain billing files. Types invoice billing and general correspondence, stuffing envelopes and posting data. Completes standardized departmental forms using verbal information received from customers; completes standardized forms for direct bank draft payment of utility bills and returned payment items from the bank. Processes customer requests for service; completes necessary forms and documents to fill service requests; prepares work orders for utility division for re-reads, cut-ons, cut-offs, and related work. Research insufficient check payments; records information in logbook. Processes reverse batches in the CIS Utility system. Prepares and/or composes correspondence notifying customers of researched information and amount of payment due. Traces and corrects errors which may involve changing several documents so that records will agree.
Revenue from all departments must be balanced and/or verified prior to receipting and posting in computer system and being made ready for bank deposit. Processes credit card payments through the credit card machines from customers in person and over the phone, balances credit card transactions to the utility system daily. Over the counter, through the drive-through, or through the mail or night drop box collects monies owed the City including utility and other payments and other related fees; receipts as needed. Reconciles payments made by OKDHS and processes transaction batches for customers receiving energy assistance from the State of OK. Compares remittances to billing documents to prepare for cash terminal validation or remittance machine; verifies service address, signature, amounts, and account numbers on checks. Verifies validated cash receipts to ensure accuracy in processing payments. Examines checks for proper address, signature and amounts in order that payments may be processed efficiently. Sorts and numerically aligns validated stubs for customer discontinuance list for the following day. Writes cash processing documents in order for payment to be recorded and processed properly. Receives, sorts, records, receipts, and tabulates monies; performs routine computations to include tabulating data and balancing accounts; proofs calculations and processes necessary paperwork to correct errors; performs routine calculations such as adding, subtracting, and multiplication. Scans and saves receipts and back up into proper miscellaneous files for further reconciliation in accounting and for proof of documentation for auditors.
Verifies accuracy of revenue receipts by running tapes on cash, checks, credit card receipts, and deposit slips for total monies; balances monies and receipts; completes documents for data entry into terminal; records receipt numbers into departmental ledger; photocopies documents; assembles cash and checks; balances drawers cash and checks; enters data into terminal or computer and makes bank deposit bag ready to be delivered to proper bank. Trains personnel city wide on purchasing functions and correcting requisitions and PO’s for payments; corrects IRS information; maintains W-9 information for 1099’s; prints and maintains vendor information. Monitors and maintains reconciliation for large volume of corporate credit cards for citywide departmental use. Processes purchase requisitions and prepares purchase orders; matches purchase requisitions and invoices with purchase orders so that payment can be processed. Prepares and distributes warrants after payments are made with appropriate return information