The Utilities and Accounts Receivable Clerk is responsible for handling both utility system bills (water and wastewater) and general billings for Wheatland County. This involves the administration, invoicing, reconciling, and collection of utility system bills (water and wastewater) and accounts receivable (general bills), in accordance with all applicable provincial statutes, municipal bylaws and other regulatory requirements.
The Utilities and Accounts Receivable Clerk provides backup support to the Receptionist, as required.
This position works a 5 day work week, Monday to Friday, with one day off in a 3 week cycle. The hours of work are a standard 37.5 hour work week.
Key Responsibilities Include:
Process water billings and maintain customer accounts utilizing a high degree of accuracy.
Upload water meters to ensure Utility Operators can perform reads; download meter reads into the system to prepare utility billings.
Prepare, input and distribute utility bills and associated reports; communicate with customers and document any accounts with irregular usage.
Reconcile month and year end utilities accounts receivable.
Maintain customer payment arrangement files.
Perform collection of overdue accounts; arrange for utilities hookups, shut-offs and transfer overdue accounts to taxes.
Provide ad hoc reports to Utility Operators and the Manager of Financial Services, as required.
Prepare and distribute the agenda for the monthly utility meeting; prepare and distribute minutes following the meeting.
Prepare accounts receivable invoices, statements, collection letters and reports.
Reconcile month and year end accounts receivable.
Invoice tax certificates in accordance with the Tax Certificate Procedure.
Ensure adherence to all applicable Wheatland County policies and bylaws.
Ensure compliance with OH&S including attendance at safety meetings, being properly trained in OH&S related topics (e.g., Emergency Management training and exercises), and ensuring work is completed in a safe manner.
Appropriately, and in a timely manner complete administrative tasks.
Relate to and communicate with co-workers, management, customers and the public sincerely, clearly, tactfully, promptly and courteously; respond to inquiries and complaints promptly and professionally.
Respond to public inquires either in person or by phone; provide information regarding utility and accounts receivable billing questions, payment arrangements, and general County services.
Perform tasks, consistent with the position, including special projects / assignments, as may be required on an ad hoc basis.
High school diploma supplemented by the completion of a related post-secondary education certificate / diploma
Knowledge and experience with accounts receivable billing and collection process
Knowledge of office practices including filing and record-keeping
Proficiency in the use of office equipment including voice messaging, fax, photocopier, etc.
Proficiency in computer programs including Word, Excel, Outlook, and accounting software programs
Attention to detail and a high level of accuracy
Valid Class 5 Alberta drivers’ licence
Excellent interpersonal and customer service skills with the ability to deal with the public
Effective problem-solving skills including conflict resolution
Strong organizational and time management skills
Effective written communication skills
Ability to work independently and cooperatively in a team environment
Ability to maintain a high level of confidentiality