Billing and Accounts Administrator

This position is a responsible professional, providing leadership, strategic direction and supervision in the utility billing, miscellaneous accounts receivable billing and collection of payments in the Revenue Division of the Finance Department.

Incumbent serves as the work unit leader and is committed to innovation, creativity, service excellence, and transforming local government through leading ideas and practices. The incumbent serves as a key designer, promoter, motivator, and catalyst for the alignment of culture with organizational values within the work unit.

The incumbent works in partnership with other employees, departments/divisions, external entities, and the public in delivering effective and innovative services. Provide holistic services to internal and external customers by seeking ways to integrate programs or services provided by other departments, divisions, and external entities.

Essential Required Tasks/Examples of Duties:

(Persons hired in this position must be able to perform all the essential tasks required by the position. The following statements are illustrative of the essential functions of the job and do not include other non-essential or peripheral duties that may be required. The City and County of Broomfield retains the right to modify or change the duties or essential tasks and additional functions of the job at any time. Examples of duties are not intended to be all-inclusive or restrictive.)

The incumbent is responsible for effectively managing his or her workload to achieve departmental goals. Ensures that responsibilities are performed in compliance with federal and state regulations, Broomfield policies and procedures and the Broomfield Municipal Code. Maintains confidentiality of information consistent with applicable federal, state and county rules and regulations.

Administrative Duties:

Establishes necessary operating procedures for utility billing and miscellaneous accounts receivable billing and collection. Develops and maintains all billing records, schedules, and a supply of forms necessary for billing and collection operations related to miscellaneous accounts receivable and utility billing. Supervises clerical and field employees in all phases of utility billing operations. Operates and monitors computer system for City and County’s utility accounts and for miscellaneous accounts receivable billing and collection. Confers with IT personnel to establish formats and computer applications for billing activities. Compiles data and prepares monthly report of billing activities. Conducts surveys. Prepares special reports as requested. Prepares budget requests as required.

Interprets municipal rules, regulations, and procedures for application to utility billing activities. Monitors and analyzes daily/monthly/yearly work processes to ensure integrity, accuracy and adherence to established utility billing policies. Monitors utility billing data and characteristics for accuracy, analyzes reports and resolves/makes recommendations to resolve discrepancies. Handles complex procedural applications such as delinquent accounts, emergency service orders, and service problems. Handles difficult customers/situations involving account disputes, collections and delinquent accounts. Investigates and analyzes conditions surrounding complaints and resolves situation by correcting errors, making adjustments where warranted, or explaining municipal utility billing methods, procedures, or policies. Coordinates, together with the Audit and Compliance Officer, collections for miscellaneous billing and water accounts when necessary. Acts as liaison and coordinates activities of Utility Billing with the Utility Maintenance Division, Accounting Division, contractors, and the Denver Water Board. Negotiate and manage contracts with third party service providers to include printing and mailing contractor, payment processing companies, and software vendors.

Supervision/Development of Subordinates:

Supervises clerical and field employees in all phases of utility billing operations. Schedules, assigns, oversees, and reviews the work of subordinates; recommends personnel actions, including hiring, promotion, evaluation, disciplinary action, and separation; provides training as necessary. Overseas meter reading functions for billing and analyzes meter reading input for accuracy. The incumbent partners with assigned employees to develop workforce and succession plans. He/she issues oral and written guidelines, appraises performance of employees and determines training needs for employees. He/she appraises performance of subordinate supervisors. He/she maintains harmony among workers and resolves grievances; performs or assists subordinates in performing duties. He/she assist employees in problematic areas.

Manages and supervises operations to achieve goals within available resources. Provides leadership and direction in the development of short and long range plans; gathers, interprets, and prepares data for studies, reports and recommendations; coordinates department activities with other divisions/departments and agencies as needed. Maintains liaison with other departments as well as state, local, and other public officials. May assume responsibility for departmental activities as assigned during the absence of the Revenue Manager.

Budget/Resource Management:

Assures that responsibilities are performed within budget; performs cost control activities; monitors revenues and expenditures to assure sound fiscal control; prepares annual and semi-annual budget requests; assures effective and efficient use of budgeted funds, personnel, materials, facilities, and time. Develops and implements policies, procedures and standards for efficient and effective operation and maintenance of operations. Assures compliance with established policies and procedures.

Public Relations/Communication:

Perform a wide variety of personal contact and phone work which includes answering questions, screening, providing information, accepting payments, explaining department/division policies and procedures, and resolving routine complaints or problems; supply information requiring knowledge and interpretation of division/department policies and procedures. Responds courteously, appropriately and effectively to customer questions/complaints to ensure customer satisfaction. Follow up on questions/problems to ensure customer satisfaction.

Miscellaneous:

Receives and counts payments received (either in cash or check) from the drop box, open envelopes by hand with letter opener and balance amounts received with the stubs. Operates office equipment as required including a personal computer and applicable software. Operates a motor vehicle. Responsible for Utility Billing software which includes coordination with IT on upgrades, enhancements and problem solving. Prepares other operational analytical and statistical reports as requested and prepares and updates public as related to Utility Billing. Organizes and prioritizes a variety of projects and multiple tasks in an effective and timely manner; organizes own work, sets priorities, and meets critical time deadlines. Identifies and recommends improvements in divisional and departmental operations to ensure support functions are efficient and cost effective. Develop/recommend new procedures to improve the effectiveness and efficiency of Utility Billing systems and procedures. Takes proper safety precautions, anticipates unsafe circumstances, and acts accordingly to prevent accidents. Uses all required safety equipment. Performs related duties as required.

Minimum Qualifications:

Training – Associates degree from an accredited college or university with an emphasis in accounting, finance or business.

Experience – Three years of increasingly responsible experience in a billing and collections system of a public agency. Experience as a supervisor or lead worker is preferred.

OR

Any equivalent combination of training and experience that provides evidence that the applicant possesses the Necessary Applicant Traits.

NECESSARY SPECIAL REQUIREMENTS: – Must be at least 18 years of age. Must possess and maintain a valid Driver’s License and a safe driving record for continued employment. Applicants must, as a condition of employment, pass the following pre-offer and post-offer/hire processes: typing test, written evaluation, oral board, reference checks, background checks including local police check and sex-offender check, driving record check through DMV, and fingerprint checks through CBI/FBI.

Working Conditions:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. The noise level in the environment is usually quiet. Work is generally scheduled Monday through Friday with some evening, weekend and holiday hours. The employee will operate a motor vehicle while traveling between work locations and while running errands. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. While performing the duties of this job, the employee is frequently required to sit, talk, stoop or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. Physical demands are described as light (exert up to 20 lbs. of force occasionally and/or up to 10 lbs. of force frequently), and/or a negligible amount of force constantly to move objects. Requires walking or standing to a significant degree. Data entry and other tasks may require sitting at a computer for several hours. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.