Water Office Representative

CITY OF WARD

JOB DESCRIPTION FOR

WATER OFFICE REPRESENTATIVE

Job Title:         Water Office Representative             Revision Date:  5/22/2023

Department:  Water & Sewer Dept                          Reports To:  Water Office Manager

FLSA Status:    Non-Exempt                                       Supervisory Responsibilities:            None

Safety Sensitive Position:  No                                                        

This job description should not be interpreted as all-inclusive. It is intended to identify the essential functions and minimum qualifications of this job. The incumbent(s) may be required to perform job-related responsibilities and tasks other than those stated in this job description. Nothing in this job description restricts management’s right to assign or reassign job-related responsibilities and tasks to this job at any time. Certain functions are understood to be essential; these include, but are not limited to, attendance, getting along with others, working a full shift, and dealing with and working under stress. Any essential function of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the incumbent/applicant when possible.

1. Job Summary: Under the direct supervision of the Water Office Manager, greets customers; receives payments; inputs data; creates invoices; takes deposits to the bank; picks up and delivers mail to the Post Office.

2. Essential Duties and Responsibilities:
   1. Maintains water/sewer utility accounts; operates telephone and directs calls and visitors to appropriate departments.
   2. Provides clerical support for the Office Manager and other departments if necessary.
   3. Receives payments, balances cash drawers and customer payments.
   4. Responsible for new customers in utility billing system.
   5. Writes receipts for various departments and prepares daily bank deposits.
   6. Responsible for filing and scanning customer documents.
   7. Inputs data into the office’s cash register and utility billing program.
   8. Operates office equipment to include, but not limited to, computer, mail sorter, postage machine, credit card machine, etc.
   9. Responsible for greeting customers at the pay window and over the phone and by email.
   10. Processes monthly billing statements and causes them to be mailed.
   11. With another, transport deposits to/from the bank and mail to/from the Post Office.
   12. Receive customer complaints and comments; refer to the Assistant Water Office Manager, or Water Office Manager, as needed.
   13. Assist with meter reading reports.
   14. Types letters and forms; file documents, as needed.
   15. Fills in at the Reception desk, as needed.
   16. All other duties assigned.

3. Minimum Qualifications:
   1. High school diploma or GED equivalent.
   2. Minimum of one (1) year experience in the use of computers.
   3. Familiar with Microsoft Office products.
   4. Have and maintain a current valid Arkansas Drivers’ license before and during employment.

4. Additional Knowledge, Skills, or Abilities Needed:
   1. Knowledge of good filing and record keeping methods.
   2. Ability to deal tactfully and courteously with the public and communicate effectively with customers, other employees, supervisors and the general public both in person and by telephone.
   3. Must be proficient in Word and Excel.
   4. Ability to prepare and maintain accurate records; to use discretion and judgement in carrying out administrative details.
   5. Ability to work independently and maintain confidentiality.
   6. Ability to establish and maintain effective working relationships.
   7. Skilled in multi-tasking.

5. Physical Requirements: The physical activities marked below are representative of those that will be required on a regular basis to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.