Office Assistant - Old Town Water

GENERAL DESCRIPTION

Under the general supervision of the Office Manager, performs various duties involving the preparation of utility bills, collection and processing of payments, customer service, record-keeping, and establishing and terminating water service. Individual must be self-motivated and have a cooperative team spirit. The Office Assistant shall perform his or her duties in a professional manner, foster good morale among co-workers, exhibit good safety work habits and maintain good housekeeping procedures.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provides customer service in person, by telephone, and electronically, related to but not limited to, payments, collections, establishment and termination of service, scheduling service appointments, and procedures and policies.
• Processes outgoing mail as needed.
• Sorts, reviews, and posts payments to utility software for customer accounts.

• Responsible for reviewing data for customer bills and prepares miscellaneous invoices.

• Responsible for the collection of miscellaneous service invoices and customer fees, and assist in water billing collections.

• Makes changes to accounts through periodic manual billings.

• Performs cash ups as needed, creates, and delivers bank deposits for such.

• Assists customers and processes service orders for utility disconnections, re-connections, final readings, new services, schedules service appointments and other work requests.

• Maintains current and accurate customer records and maintains filing system for those records.

• Ability to upload and download meter readers for billing and complete billing process if needed. Processes meter reading data for billing, including analysis of previous consumption patterns, consumption irregularities, contacts customers, and maintains current customer account files.

• Assists with or prepares list of needed meter changes and contacts customer for appointments.

• Opens and closes office included all daily office procedures as needed, i.e open and close safe.

• Receives and investigates customer inquiries by telephone, in person, or electronically concerning utility billings or services, responds to customer complaints. Refers unresolved matters to the Office Manager.

• Assists in preparation and mailing of final notices, turn off and turn-on orders, establishing and monitoring payment arrangements and customer follow-ups.

• Maintains the records required for an orderly transition of water charges when a property is sold or a change in tenants. This includes final billings, coordination with the title companies and sewer departments, and entry of new customer information.

• Responsible for maintaining a complete and up to date policies and procedures manual on all aspects of the position.

• Assists other department personnel as needed or required.

• Performs end of month reports and other end of month duties as needed.

• Assists with annual end of year tasks, reports, and audit as needed.

• Cross trains for and may assist with duties of the Office Manager, including but not limited to, weekly vendor bill processing and weekly payroll processing.

• Performs other related duties and special projects as required.

DESIRED MINIMUM QUALIFICATIONS

Education and Experience:

• Graduation from a high school or GED equivalent with specialized course work in general office
  practices such as word processing, accounting, data processing.
• Any equivalent combination of education and experience.

Necessary Knowledge, Skills, and Abilities:

• Working knowledge of computers and electronic data processing; working knowledge of modern office
  practices and procedures.
• Knowledge of basic bookkeeping and accounting practices, including billing and
  collections.
• Proficient with Microsoft Office software such as Word, Excel, and Outlook.
• Ability to perform arithmetic computations accurately and quickly; ability to communicate effectively
  verbally and in writing; ability to establish successful working relationships; ability to work under pressure
  and/or frequent interruptions; ability to work with difficult customers.
• Ability to implement OTWD standard procedures and MPUC requirements pertaining to payments, new accounts, collections, disconnections, and water services.
• Skill in operating listed tools and equipment.

TOOLS AND EQUIPMENT USE

Personal computer, printer, 10-key calculator, multi-line phone, fax, scanner, and copy machines.

PHYSICAL DEMANDS

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.

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or operate objects, tools, or controls; and reach with hands and arms.

The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

Work Location: 109 Center Street Old Town, Maine

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet to moderate.

PERSONAL WORK RELATIONSHIPS

Supervises: N/A

Reports to: Works under the general direction of the Office Manager and Superintendent

Please send cover letter and resume to:
Old Town Water District,
Attn: Steve Lane or Wendy Pollard,
PO Box 525,
Old Town, ME 04468

OR by email:
slane@oldtownwater.org and wpollard@oldtownwater.org

OR apply on Indeed.

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Job Description & Benefits

Disclaimer:

This job description should not be assumed to include all duties necessary to be successful in this position at Old
Town Water District. It is not intended to be construed as an exhaustive list of all responsibilities, duties, skills and
behaviors of employees in this job. Also, not all duties listed are necessarily performed at all, depending on the
direction of the Superintendent or the Board of Trustees. This guidance document is not meant to be an employment
contract. Employment benefits are outlined in the Employee Handbook. Also, acknowledgment of this job description
does not constitute any agreement between Old Town Water District and any employee.