Job Description

Position Posting
Utility Billings & Payment Clerk
(1 Position Available) Term of Employment: Full-Time, Continuing
Rate of Pay: Band 6: $38.31 - $41.84 per hour (Subject to CUPE 1015 Agreement)
Location: City Hall
Duties:

Reporting directly to the Manager, Revenue and Receivables, the Utility Billing & Payments Clerk will be responsible for the accounting and administration of the City\xe2\x80\x99s utility services (water, wastewater, stormwater, and waste). This position provides a high level of quality customers service to Lloydminster residents by maintaining accurate customer account records, coordinating timely billing and collection of accounts, developing positive rapport, and keeping customers informed.

The Utility Billing & Payments Clerk will be responsible for supporting the accounting and administration for other revenues and receivables, billing, and payment processing as assigned.

Duties and Responsibilities

Utility Billing & Payments

• Verify and validate a significant volume of water meter read data (consumption data) from the meter reading software (Neptune 360) prior to the monthly billing process by performing data analysis using various reports and excel.
• Coordinate the monthly utility billing process using the financial system (MS Dynamics GP) by scheduling and organizing the utility billing team. Verify and validate utility bills by performing various checks, data analysis, and investigating billing errors.
• Update, verify, and validate rates on a regular basis by referencing applicable bylaws and policies, including a monthly comparison to prior billing periods.
• Effectively manage a significant volume of accounts; create and verify all new accounts or any account changes with appropriate documentation and authorization in place.
• Post work orders to accounts for services performed related to the connection/disconnection of new and existing customers and any reported problems or concerns through open communication with environmental services for service work to be completed.
• Ensure timely utility account collection, monitor, and communicate with customers on arrears. Apply late payment penalties to outstanding balances and transfer to property taxes when eligible. Ensure water shut-off lists are up to date.
• Ensure customers are well informed of their billing and payment options, including paperless billing and pre-authorized debit (PAD) agreements.
• Prepare special billing for utility services based on service agreements.

Account Collections

• Monitor the aging of accounts in arrears; identify and initiate collection actions of overdue accounts, including delivery of notices, disconnection of services, and transfer of eligible unpaid amounts to taxes in accordance with the bylaw.
• Use professional judgement to develop and propose payment arrangements for management approval.
• Propose amounts to be sent to external collections and recommend amounts deemed uncollectible for write-off.

Accounting

• Prepare all utility billing batches and special billing batches in the financial software with appropriate documentation and authorization in place.
• Reconcile and apply payments to correct accounts from cash receipts, the consolidated bank payment file, and virtual city hall payment file.
• Prepare the pre-authorized debit file.
• Prepare subledger and general ledger reconciliations for utility services accounts, including deposits, receivables, customer pre-payments, etc.
• Prepare monthly journal entries in line with financial reporting deadlines.
• Perform routine audits to ensure accounts accurately reflect the correct amounts.

Financial Reporting

• Prepare and review consumption data analysis.
• Prepare and analyze a monthly aging report.
• Prepare monthly financial and statistical report for management review.
• Provide year-end audit documentation for internal control testing and final audit review, including providing statistical data for the annual financial information return (FIR).
• Support financial forecasts and the annual budget by providing utility revenue information.

Business Processes and Procedures

• Identify and provide recommendations to improve financial and administrative policies and procedures and support their implementation.
• Commitment to continuous improvement.

Internal Controls

• Ensure that account adjustments receive appropriate authorization in accordance with best practices, policies, procedures, and bylaw.
• Identify areas of improvement and provide recommendations to strengthen internal controls to enhance the reliability of financial information.

Leadership

• Provide training/mentorship to other team members and external departments as it relates to billing, payments, etc.
• Demonstrate personal commitment to quality financial management and customer service.
• Invest time in personal professional development.
• Have a high standard of ethics and confidentiality.

Other

• Provide back-up coverage for the utility billing team, intermediate accountants, and cashiers as necessary.
• Supporting the accounting and administration for other revenues and receivables, billing, and payment processing.
• Assist the finance department with other duties as assigned.

Schedule:
Normal working hours are Monday through Friday 8:00 a.m. to 5:00 p.m., however there may be the occasional requirement to work outside of these standard hours.
Qualifications:

• Completion of a four year post-secondary Bachelor of Commerce or Bachelor of Business Administration Degree with a minimum of 4 years relevant accounting experience is mandatory.
• Sound knowledge of municipal administration including knowledge of relevant legislation, bylaws, and policies related to utility services, will be considered an asset.
• Excellent skills in data analysis and financial systems, including MS office, MS Dynamics GP, and Neptune 360.
• Ability to work independently and process a high volume of information accurately.
• Excellent organizational and time management skills to ensure routine billing requirements are met.
• Excellent verbal and written communication with customers, management, and employees from various departments.
• Ability to establish and maintain effective working relationships; respectful, open-minded, collaborative and a reliable team member.
• A valid Class 5 Driver\xe2\x80\x99s License registered in Alberta or Saskatchewan with an acceptable Driver\xe2\x80\x99s Abstract is required. This position may be required to operate a personal or municipal vehicle for business purposes.
• Must demonstrate a high standard of ethics and confidentiality.
• Able to promote a positive and pleasant culture with pride in the organization.

Pre-Employment Requirements:

• Satisfactory Criminal Record Check.
• Successful applicant must provide proof of qualifications.
• Applicants with international education will be required to include an Academic Credential Assessment with application.

Closing Date: March 8, 2024
Posting Type: Internal & External
Application Information: The City of Lloydminster offers consistent working hours that afford a positive quality of life, a competitive salary/benefit package, and is an equal opportunity employer. If you have questions or require further information on this position, please contact us. All applications must be sent to the Employee Relations team and received by the closing date.

Victoria Macvarish
HR Generalist, Employee Relations
City of Lloydminster
4420-50 Avenue
Lloydminster AB/SK T9V 0W2
Phone: 780-875-6184

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